Here are the steps on how to create Bill Entry:
- From the Main Menu, click Accounts Payable Activities > Bill Entry. If there's an existing record, Search Bill Entry screen will open. Otherwise, Bill Entry screen will open automatically.
- If Search Bill Entry screen opens, click New toolbar button to open blank Bill Entry screen.
- The following fields were automatically populated once you open a new Bill Entry screen:
- Date - will default to today's date
- Invoice Date - will default to today's date
- Currency - will default to the currency set in Company Preference > Settings screen
- Transaction Type - will default to Bill
- Ship To - will default to the address entered in the Common Info > Company Location
- Ordered By - will default to the user that is currently logged in
- Due Date - will default to today's date
- AP Account - will default to the AP Account set in Company Preference > Accounts Payable screen
Withheld Amount - will default to 0.00
For combo box fields, selecting different value is allowed if necessary.
- Click Vendor combo box button and select existing Vendor from the combo box list. Name of the selected vendor will be displayed on the Vendor Name field.
- After selecting Vendor, these fields will be automatically populated by the details entered in Vendor screen:
- Contact
- Ship Via
- Terms
- Location
- Due Date field will update based on the terms assigned for the selected vendor and on the Invoice Date selected.
- Enter Reference if necessary.
- Add details on the grid.
- Enter description.
- Enter quantity in Qty Received column. Any quantity entered in this field will also be displayed in Qty Ordered column.
- Enter discount if necessary.
- Enter amount in Cost column. This will update the Total column to Cost * Qty Received.
- Account ID column will be automatically populated by the Expense ID account set in Vendor screen.
- Enter comments, weight and volume is necessary.
- The over-all total of the bills added in the grid will be displayed on the Batch Total field.
Click Save button. Bill Batch Number field will now be filled in with a unique, system-generated ID automatically.
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