Creating bills

To enter a bill

1. Go to the Purchases menu and choose Create bill. The Create bill page appears.

   Speed up data entry by pre-filling the bill details from a document in your In tray—just click Prefill from a source document at the top of the bill. Tell me more...

2. In the  Supplier field, enter the supplier’s name, or click the dropdown arrow and choose the supplier from the list.

3. If you want to:

   Add a new supplier:

   Click the Supplier dropdown arrow and choose Create supplier. Enter as much (or as little) info as you like and click Save. You can always go back later and fill in additional details.
   

   Add missing details to an existing supplier:

   Type the supplier's name in the Supplier field and hit Enter. Click the dropdown next for the information you want to add, such as the ABN or billing or shipping address, add the details and click Save.
   

4. (Australia only) The status of the ABN you've entered in the supplier's record will checked, and the status shown. Click the status to see more details.

5. (Australia only) If the bill is a reportable payment, select the option Report to ATO via TPAR. Learn more about Reportable contractor payments.

6. If necessary, change the Bill number. This number is automatically generated, based on the last number used.

   If you change the bill number, you’ll change the automatic numbering. For example, if you change the number to 000081 , the next time you create a bill, the new bill number will be 000082 .

   
   

7. If you have one, enter the Supplier invoice number.

8. Check the date in the Issue date field.

9. Choose the Due date for the bill (when the bill needs to be paid).
10. Select whether the amounts in your bill are Tax inclusive or Tax exclusive.
11. Click Field layout and select the applicable option based on what you're being billed for.
    

12. If you're being billed for items:

    1. in the Item ID field, click the dropdown to choose an item or search for an item by entering all or part of the Item ID or Supplier item ID. As you type, matching items are shown.

       Entering a new item?

       Click the dropdown arrow in the Item ID column and choose + Create Item. Enter the item details and click Save. Learn more about Creating items.

       

       
       When you choose an item, its Description, Account for tracking inventory, Unit price and Tax code appear automatically, based on what you entered when you created the item (you can edit these details if you want).

    2. In the No of units field, enter the quantity to be delivered. The calculated Amount is displayed.

       There's a built-in calculator in the No of units, Unit price, Discount and Amount fields. Just enter a calculation in the field and tab out of it:

       

    3. Repeat step a for each item on the bill.

        

13. If you're being billed for services:

    1. In the Description column, enter a description of the service you're providing.

    2. Choose the Account the expense from this service will be allocated from. If you're not sure, check with your accounting advisor.

    3. Enter the Amount of this service.

    4. If required, change the Tax code. If you're not sure, check with your accounting advisor.

    5. Repeat step 10 for additional services. If you need to delete a line from your bill, click the delete icon to the right of the item line.

14. If you want, enter a note to appear on the bill.

15. If you're making a payment against the bill, enter it in the Amount paid field.

16. Enter any charges for Freight, and if required, change the default Tax/GST code. If you can't enter Freight, you'll be prompted to specify a linked account for freight. (What is a linked account?)

    The totals are calculated at the bottom of the bill:

    • Subtotal—the total for the items added to the bill

    • Tax—the amount of tax applied to the bill

    • Total—the subtotal amount plus the tax amount

    • Amount paid—the dollar amount that's already been paid to the bill.
    • Balance due— the amount owing.
17. (Optional) Choose a Job if the line item relates to a specific job. Tell me more about jobs.

18. Check that all the information in the bill is correct.

19. When you're done, use the buttons across the bottom of the page to choose an action.

    If you want to...	do this...
    Print or save a PDF copy	Click View PDF. The bill appears as a PDF in a new tab where you can print or save it. See Previewing and printing bills.
    Cancel without saving	Click Cancel.
    Save it as a recurring bill	Click Save as recurring. Enter the recurring transaction Schedule name and choose the Frequency, such as Daily, Weekly or Monthly. Learn more about recurring transactions.
    Prefill the bill from a recurring transaction	Click Prefill from recurring. Select a recurring transaction and click Prefill. The bill is updated with information from the recurring transaction. Learn more about recurring transactions.
    Save the bill and create a new one	Click Save and new then choose Save and create new . The bill is saved and a new, blank bill appears.
    Save the bill and create a duplicate	Click Save and new then choose Save and duplicate. The bill is saved and a new bill with the same details and new bill number is created.
    Save the bill	Click Save.

    Here's our example bill:
    

Ready to pay the bill? See Entering payments made to suppliers.