Recording Bills (Expenses / Purchases)

SKIP AHEAD TO

• Recording expenses / purchases
• Purchasing products or service items (Items Tab)
• Recording expenses to ledger accounts (Accounts Tab)
• Add purchase discounts
• Uploading and attaching files
• Document Actions (Print, Etc)

Recording an expense or purchase

1. In the main menu, go to Purchases, then click on Expenses / Purchases.
2. Click the (+) Button and then click on New Document.
3. Choose the Vendor, Currency, Issued and Expiration dates, Status, and the Employee.
4. The Content tab has 2 sub-tabs, Items and Ledger Accounts.

[3] Currency: If you choose a foreign currency, a field will appear to set the currency rate.

If you haven’t set other currencies, you can go to Settings > Modules > Accounting > Multi-currencies.

[4]  Items and Ledger Accounts Sub-Tabs

The Items tab holds the list of products or service items for this document. We use the Items Tab to record purchases of items or services we’ve previously added.

You can learn more about adding products and services by reading the Managing Products and Services how-to article.

The Ledger Accounts tab holds the list of purchase or expense items posted to ledger accounts.

You can add new ledger accounts by going to Accounting / Chart of Accounts

Purchasing Items (Items Tab)

1. Click on the Content tab and then on the Items Sub-Tab,
2. Choose the Product or Service, Tax rate, Quantity, Price, and Tax amount on each item.
3. To add New Items, click on the (+) ITEM button below the list.
4. If you need to remove an item, click on the trash can icon on the right of each item.

The Items tab holds the list of products or service items for this document. We use the Items Tab to record purchases of items or services we’ve previously added.

You can add new product and service items by going to Masters / Products and Services.

You can learn more about adding products and services by reading the Managing Products and Services how-to article.

Recording Expenses to Ledger Accounts (Accounts Tab)

1. Click on the Ledger Accounts Sub-Tab,
2. Choose the Ledger Account, Tax rate, Price, Discount, and Tax amount.
3. To add New Account Items, click on the (+) ITEM button below the list.
4. If you need to remove an item, click on the trash can icon on the right of each item.

The Ledger Accounts tab holds the list of purchase or expense items posted directly to ledger accounts.

You can add new ledger accounts by going to Accounting / Chart of Accounts

Purchase Discounts

1. Click on Discount in the purchase invoice total section.
2. Choose Percent (%) or Fixed Amount ($) from the options list.
3. Click on the discount field and type in the percent or amount.
4. Press Enter on your keyboard.

Quick Note: To change the discount type, click on “Discount” and choose Percent (%) or Fixed Amount ($) from the discount type options list.

When choosing a discount type, a percent (%) or an amount ($) sign is added to the Discount label depending on which type you selected.

Files Tab

1. Click on the Files Tab.
2. Click on the browse button.
3. Select the files to upload and click on Open.
4. Once done, click on Close.

These files will be attached to the document and stored in the cloud. You can view all uploaded documents by going to Tools > Files on the main menu.

Document’s Actions

In the Expense / Purchase list, click con the Action Menu for any document.

1. Preview: Opens a printable version of the document.
2. Duplicate: Makes a duplicate copy of the document.
3. Make payment: Opens a new outgoing payment for this invoice.
4. Apply advance: Allows to apply a vendor advance payment to this invoice.
5. Credit Note: Create a credit note from this document.
6. Upload File: Option to upload and attach a file.
7. History: Displays the transaction history log.
8. Audit: Displays a list of changes made to the document.
9. Send email: Opens a window to send an email with a PDF version of the document.
10. Void document: Changes the document’s status to void.

Note: These action are displayed depending on the document status. If the document is in the Draft status, none of the transaction options will be available.