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Bills

Where to find it​

Open “Invoicing” → “Operations” → “Bills”.

Purpose​

A bill is used to:

  • record receiving goods/services from a supplier;
  • calculate tax and the document total;
  • control supplier payment and debt.

A bill can be used as:

  • a basis for planning outgoing payments (if the payment calendar is used);
  • a control point for supplier debt (if debt accounting is maintained by bills).

Bill list​

The list typically shows:

  • number and date;
  • partner;
  • status;
  • amount;
  • currency (if used);
  • contract (if used);
  • payment/debt indicators.

Tip: if the list has Paid/Debt columns, they are convenient for quickly controlling partial payments.

Bill card​

Main fields​

In the bill header you typically fill:

  • type;
  • date;
  • number;
  • partner;
  • contract (if used);
  • payment terms (if used);
  • note.

Payment terms​

If payment terms are used, they usually affect:

  • calculation of the planned payment date;
  • building the payment calendar;
  • determining overdue documents.

See: Settings and directories, Debt and payment calendar.

Lines​

Lines typically contain:

  • item/service;
  • quantity;
  • price;
  • tax (if used);
  • line amount.

If taxes are configured, the tax can be substituted automatically (for example, from the item/service card or from the document type).

Statuses​

Typical status set:

  • Draft;
  • To pay;
  • Done;
  • Cancelled.

Statuses affect editing and printing availability.

Typical logic:

  • in Draft you can change the header and lines;
  • in To pay the document is confirmed for further actions (for example, payment registration, printing — if used);
  • in Done the bill is considered closed;
  • in Cancelled the bill is excluded from accounting.

Payment and debt​

A bill can be linked to outgoing payments. Based on matched payments the system calculates:

  • paid;
  • debt.

Quick payment from the document​

In some configurations you can create an outgoing payment directly from the bill.

Typical flow:

  1. Move the document to status “To pay”.
  2. Click “Register Payment”.
  3. Review the created outgoing payment card and save it.

The system typically:

  • substitutes the partner, company, accounts/cash registers and payment type (depending on settings);
  • sets the amount equal to the current remaining amount due;
  • immediately performs payments matching with this bill so that debt decreases.

See: Outgoing payments.

Partial payment​

If the payment does not fully cover the bill:

  • Paid increases by the matched amount;
  • Debt stays positive until full settlement.

Overpayment / advance​

If the transferred amount is greater than the bill amount, behavior depends on matching rules:

  • the overpayment can stay as a not matched part of the payment;
  • or be treated as an advance by partner/contract.

See: Payments.

See also: Debt and payment calendar.

Printing​

If print forms are enabled in your configuration, the bill can usually be printed from the document card.

Printing availability most often depends on:

  • status (for example, printing is available from “To pay”);
  • the presence of a configured print template.

See: Reports and printing, Settings and directories.