Create Bills

Use the Bills window to create bills that aren't associated with a purchase order.

1. Select Bills under Payables from the Purchasing & AP menu, and the Bills list window opens.

2. Click Create Bill, and the New Bill window opens.

3. Complete the fields as described.

• Reference: Enter the invoice number.

• Due Date: Defaults to today's date if left blank. This date is used when keeping track of the vendor aged payables.

• Transaction Date: Defaults to today's date, but may be edited.

• Rec Date: Enter the date the items were received.

• Vendor: Begin typing the vendor name to populate the list, then select the vendor you want.

• AP Group: Select from the pull-down list, if applicable. If selected, the A/P group will restrict access to this bill based on membership in the group. They are created in Purchasing & AP > Payables > A/P Groups.

• Status: Read-only.

4. To add items to the bill, select the number of items you want to add from the Add Item(s) field in the upper right corner of the Items section. The Items section then displays item fields for as many items as you've selected.

5. Complete the fields in the Items section as described.

• Item No.: Optional. Enter the catalog number if you have it.

• Description: Enter text to describe the item.

• Qty: Enter the quantity desired.

• Price: Enter the unit price.

• Ext. Price: Read only; calculated by the system based on quantity and unit price.

• Account Code - Debit: Begin typing the expense account code to populate the list, then select the code you want. Example

• Account Code - Credit: Leave blank, and the default liability code for payables will be assigned when the bill is saved.

• Amount: For the first item, the amount defaults to the requisition total.

• If you need to allocate the item between multiple account codes, change the amount for this account code, and click Add Coding. Then enter the second account code and amount. Example

• If you don't need to add more account codes, skip to step 6.

6. Repeat step 5 for all items on the bill. Example

7. Click Create. Once the bill is saved, additional tabs are visible. Example

Continue with Make Payments to pay the bills.

Return to Bills Overview

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