Record Supplier Invoice via Bills in Cloud Accounting System

Supplier Bill is a document used to record and recognize Accounts Payable for purchase of goods and services or incurring expenses from the Supplier.

In the Navigation Pane, Go to Accounts Payable then Bills. The list view will show all existing Bills transactions, click “Add” to create NEW Bill. 

The system shall display a NEW screen to let you fill-up the information of your transaction.

Indicate the Doc Date or your Transaction Date. You can either type-in directly using your keyboard, or use the Date Picker to select the date.

Bills Document No. is automatically generated according to the system default running number format as shown.

Select your Supplier Account, where you may opt to search using the Supplier Account Code or Supplier Account Name. Once selected, it will display all the default information previously saved in the Supplier Maintenance Records such as the Address, Currency and Purchaser. 

The Doc Date will reflect as the Posting Date column. However, Posting Date can still be modified based on the transaction entry. System will post the transaction according to the Posting Date.  

Due Date also is updated automatically based on the selected Supplier’s Term. However, you may still modify the Due Date. Continue to enter or modify other necessary information such as the Purchaser, Reference No., Transaction Description, and Supplier Inv No. Optionally, define the tax treatment of the Bill by toggling the Tax Inclusive switch.
 

In the lower part of the screen under Details tab, search and select the GL Account under Account Column to represent the debit entry of the transaction. 

Replace the Item Description and input each item’s Ref No., if applicable. Input the Amount, then select the applicable Tax Codes. 

You may click ‘Add Lines’ to insert more rows if needed.

Amount Summary breakdown is presented in the footer.  

While Notes and Others Tab provide more fields for you to insert other important details when necessary. 

Once done, click SAVE.
NOTE: There are several saving options provided. Select which is the most preferred action to take at the moment.

To view Journals Posting of the transaction, click the ‘GL Journals’ icon as shown.

NOTE: Notice that the GL Journal posting date is on 16/05/2023(Posting Date) instead of the 11/05/2023 (Doc Date). The Posting Date column is built for cases where the Bills are received on a date later than the Doc Date. It ensures that the postings of the Accounts Payable entry are based on the actual receipt date of the Billing Invoice, instead of the Billing Invoice’s Date (Doc Date).

To Preview the Bill transactions in reporting/print format, click the ‘Preview’ button. 

The printable view will be opened in another browser tab.