Bills

A Bill is a supplier created invoice for money you owe at some point in the future. A supplier is anyone you pay for goods and services except for employees. Some examples of suppliers are electricity companies, the land lord, telephone company, tax agencies and other businesses you purchase goods or services from.

 To use Bills you must have the Invoices module activated within your book. For help on modifying the book and activating the Invoices module, go to IPA Books+ Customer Portal help. 

On this page

Creating a bill

Editing a bill

Money Out Approval Process

Emailing a bill

Customise bill template

Videos


From the vertical navigation menu, expand Day to Day menu and in the Money Out section select Bills. Or from the Quick Add menu, select Bill.

 


The Bills list can be filtered for All, Unpaid, Overdue or Paid to be displayed by clicking on the relevant tab. If you have Money Out Approval Process enabled, the available bill tabs are All, Draft, Approved, Overdue and Paid. The Bills list can be customised using the Show/hide columns filter (spanner cog) to select what columns to be displayed (or not) on the screen.

When the Invoices medium module is activated, the Approval process will be available on Day to Day (Money out) settings. Click on Manage templates if you want to customise your bill templates or add your company logo. 

 When Money out Approval Process is enabled on the Day to Day (money out) settings, Bills will have 4 status - Draft, Approved, Overdue and Paid.

When Money out Approval Process is disabled on the Day to Day (money out) settings, Bills will have 3 status - Unpaid, Overdue and Paid. 

Creating a bill

To create a new bill, click on Add.

Complete the mandatory (those with a red asterisk) and required fields. Then click on Save & close to save the bill as Draft and return to the Bill list or click on Approve to save and authorise the bill (if the Approval process is enabled in Settings > Money out).

If you want to enter multiple bills, click Save & new to save the current bill and create a new bill.

Document storage is available on bill transaction when Invoice medium is active. It allow you to attach files onto the bill.

Editing a bill

When a bill is saved as a Draft (Unpaid), it can be edited up to the point where the payment has been received and changes the bill as Paid.

To edit a Paid bill, you must first Unlink the payment.

To unlink the payment, click on the Already paid bill amount (e.g. $70.00), then Unlink. 

A confirmation message will pop up, then click Unlink.

 

Make the required changes to the bill, then click on Save.

The unlinked payment from the bill remains on Make payment transaction.

To re-apply the unlinked payment to the same bill, click Make Payment. Select Apply available transactions (i.e. $70.00) checkbox and select the receipt transaction and the amount to use. Click Save to complete transaction.

Money Out Approval Process

Bill approval process allows the business owner to review draft bills the employee have created before approving it.

When you create and save a new bill, it will be in Draft status. You can edit any bill detail when the bill is in Draft status. You cannot make payment on a draft status bill.

After you have review the content of the draft bill, click on Approve. When the bill is in Approved status, you cannot edit the bill. You can click Make draft to edit button to change the bill back to Draft mode so you can edit. Once all edits are completed, click Approve to lock the bill.

When you have made the payment for the bill, click on Make payment to record the payment for the bill.

Overdue status are approved bills which have past its due date. It serves as a reminder for the business owner to pay the bill.

Emailing a bill

Within the Bill list, click on the bill you wish to email to open it. Click on Send via email.

To send to multiple recipents, add a space + semi-colon (;) between each address.

Click on Email History icon to view the email history for your book.

The Email History overview can be filtered for All, Processing, Sent, Failed to be displayed by clicking on the relevant tab.

Customise bill template

To customise your bill template, go to the Day to Day settings, click Money out tab, expand the bills accordion and select Change template.

If details do not appear on your bill, such as your business phone number, check to make sure the option is set to Yes, and that you have entered all relevant contact details under your book settings. Go to Settings > Book settings > Contact details.


Videos

How do I enter a bill?

 

How do I pay a bill?


Paying bills

Deleting a bill payment

How did we do?

Receive Money

Supplier Adjustment Notes

Powered by HelpDocs (opens in a new tab)