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Here are the steps on how to create Bill Entry:

  1. 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.
  2. If Search Bill Entry screen opens, click New toolbar button to open blank Bill Entry screen.
  3. The following fields were automatically populated once you open a new Bill Entry screen:
    1. Date - will default to today's date
    2. Invoice Date - will default to today's date
    3. Currency - will default to the currency set in Company Preference > Settings screen
    4. Transaction Type - will default to Bill
    5. Ship To - will default to the address entered in the Common Info > Company Location
    6. Ordered By - will default to the user that is currently logged in
    7. Due Date - will default to today's date
    8. AP Account - will default to the AP Account set in Company Preference > Accounts Payable screen

    9. Withheld Amount - will default to 0.00

      For combo box fields, selecting different value is allowed if necessary.

  4. 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.
  5. After selecting Vendor: Contact, Ship Via, Terms and Location fields will be automatically populated by the details entered in Vendor screen.
  6. Due Date field will update based on the terms assigned for the selected vendor and on the Invoice Date selected.
  7. Enter Reference if necessary.
  8. Add details on the grid.
    1. Enter description.
    2. Enter quantity in Qty Received column. Any quantity entered in this field will also be displayed in Qty Ordered column.
    3. Enter discount if necessary.
    4. Enter amount in Cost column. This will update the Total column to Cost * Qty Received.
    5. Account ID column will be automatically populated by the Expense ID account set in Vendor screen.
    6. Enter comments, weight and volume if necessary.
  9. At the bottom of the screen is the Subtotal field that displays the total before sales tax of all the line items entered in the grid.

  10. The Shipping field can be used to enter shipping costs for the transaction. 

  11. The Tax field will display the calculated tax for the Tax Code entered in the grid. 

  12. The Total field will display the added amount of the Subtotal, Freight and Tax fields. This is the amount that will be entered to the Accounts Payable account in the General Ledger when you post this transaction. You will also see this amount in the Payables form for this vendor.

  13. Click Save button. Bill No field will now be filled in with a unique, system-generated ID automatically.

    You can skip saving the record if the transaction is to be posted right away. This will be catered in the Posting process since it automatically saves the record before posting. (See How To Post Bill Entry)

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