Entering and paying a bill
A bill is what a supplier sends you. Enter it under Bills, approve it so it shows in what you owe, and record the payment when the money leaves your bank.
Before you start
- Have the supplier’s bill in front of you: its reference, date and lines.
- To pay it, you need a bank or cash account in your chart of accounts.
Entering the bill
- Go to Sales & purchases → Bills and click New bill.
- Pick the Supplier. If they’re new, type their name and add them from the list.
- Type the supplier’s invoice number in Reference, and set the Issue Date. The Due Date fills in from the supplier’s payment terms, if they have any.
- Set Amounts are to match the bill: Tax exclusive, Tax inclusive or No tax.
- Add a line for each thing on the bill: the description, quantity, price and Tax rate. Click + Add Line for more.
- Choose the expense Account for each line. Left on Default, it uses the supplier’s usual account.
- Click Create Bill. It’s saved as a draft, numbered BILL-.
Approving it
A draft isn’t in your books yet. Open the bill and click Approve, or click it in the Bills list and approve it from the panel. While it’s a draft you can still Edit or Delete it.
Paying it
- Open the approved bill. The Record payment box is in the panel and on the bill’s page.
- From is your bank or cash account (bank accounts come first). To is the supplier.
- The Amount is what’s still due. Change it for a part payment, and set the Date the money left.
- Click Record payment. The bill shows Paid, or Partial if some is still owed. Record the rest the same way when you pay it.
When you’ve already paid it
For a receipt or a bill paid by card, do it all on the form. Tick Already paid to the supplier, check the account, the Amount paid (including VAT) and the Payment date, then click Save, approve & pay.
If you got it wrong
Under Payments on the bill’s page, click Void next to the payment, and the amount is due again. You can’t pay more than the amount due: the app refuses it before anything is saved.