Create Bill from Goods Received

 

This section will discuss on how to create a bill or purchase invoice from goods received document.

 

 

 

 

 

 

Steps

1. From the Supplier module, select Bill > New Bill / Purchase Invoice. Or, you can use the Receive Bill button from the options menu of the Goods Received form.
   
   
   
   
2. A search screen for goods received documents awaiting bills and active suppliers will appear.
   
   1. To receive the bill for the goods received, select the goods received from the GRN Awaiting Bill tab by clicking on the checkbox and clicking OK.
   2. To consolidate multiple goods received into one bill, select the goods received documents (must be the same supplier) from the GRN Awaiting Bill tab by clicking on the checkbox and clicking OK.
      
      
3. The Bill form will display. The Bill form reflects the details from the goods received document. You may modify the details as needed.
   
   

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4. The detail from the Goods Received is reflected in the Order tab. You may change the information in this tab as necessary.
   
   
5. You may change the default current date in the Bill Date field and the default due date in the Due Date field.
   
   
6. You may enter relevant document codes or reference number in the Invoice field.
   
   
7. The document code of the related goods received and purchase order is displayed in the Reference field.
   
   
8. The net total of the line items in the goods received is reflected in the Net Total field. You may change the net total actual net total amount from the bill you received.
   
   
9. The net total of the tax or vat is reflected in the Tax/Vat field. You may drill down on the value in the Tax/Vat field to view the tax breakdown.
   
   
10. Optional: You can put the bill on hold by clicking the On Hold checkbox. You may enter the reason why the bill was put on hold in the field next to the checkbox.
    
    
    
    
    
    

    You can automate the process of putting the bill on hold in the Supplier Preferences. 

11. Optional: You may change the default payment term in the Payment Term field in the Discount tab. The payment term determines thee due date for the document. You may change the Due Date as needed. 
    
    

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12. Optional: You may add notes to the bill document in the Notes tab.
    
    

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13. The line items from the goods received document are reflected in the Items tab. You may remove the line items in the bill by right clicking on the line items and selecting Delete Line Item. This will clear the line items in the Items tab. Or, you can enter 0 in the Confirmed Quantity column for each line item that will be billed this time.
    
    

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    In Connected Business v14 and higher, you cannot delete line items using the Billing form. You can only modify the Received Quantity or delete line items through the Goods Received form.

14. You can add line items from the Item Code column pulldown.
    

    In Connected Business v14 and higher, you cannot add additional items to the item tab using the Billing form. If you've received additional items from the supplier, create a new Goods Received form and list the surplus items, before converting it to a new Bill.

15. You may change the information for the line items such as Unit Measure, Notes, Discount, and Tax Code.
    
    
16. The Quantity column reflects the received quantity. Enter the quantity to invoice in the Confirmed Quantity column.
    

    In Connected Business 13 or earlier versions, the difference in the confirmed quantity will leave the goods received in “Partially Billed” status. You will still find the goods received document in the GRN Awaiting Bills list

    

    Connected Business v14 does not allow you to upate the quantity received through the Billing form. You need to enter the exact amount of items received in the Goods Received form before saving and posting.

17. The Expected Cost column displays the cost price from the goods received document. Enter the current cost price of the item in the Confirmed Cost column.
    

    The value in the Confirmed Cost column will be updated as the current cost price of the item.

18. The Quantity column of the Items tab displays the received quantity. Enter the actual billed quantity in the Confirmed Quantity column.
    
    
19. In the Expenses tab, you will find an expense account (to record freight). You can add service and other expenses as specified in the bill you received in this tab. Select an expense account code from the Account Code column pulldown. Enter Notes, Total Amount and Tax Code (if applicable).
    
    

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20. Take note of the fields in the following form sections: The Net Total section shows the net total of the items and expenses in the bill. The Tax/Vat Total section shows the net total of the tax. The Gross Total section shows the sum of the Net Total and Tax/Vat Total. 
    
    

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21. Make sure that the Net Total and Tax/Vat Total in the header (Order tab) matches the Net Total and Tax/Vat Total of the item lines (Items and Expenses tab) before saving the bill.
    

    You can set the Bill form to automatically balance the header amount from the item lines.

22. Save the details before closing the Bill form.

 

 

UPDATE ITEMS WITH THE NEW COST PRICE

1. The Expected Cost Price column of the Items tab displays the cost price from when the item was received.
   
   
2. Enter the current cost price of the item (according to the bill you received) in the Confirmed Cost column.
   
   
3. Save the bill. When the bill is saved, Connected Business updates the Last Cost information of the item.

 

PUT THE BILL ON HOLD

You can put the bill on hold by:

Automatically when bill reaches a certain amount

1. Select Preferences under the Setup menu of the Supplier Module. The Preferences form will display.
   
   
2. Enable the option, Automatically Put the Bill on Hold and enter the Maximum Amount to put the bill on hold.
   
   
3. Click Ok to apply your preferences and close the Preferences form. When a new bill reaches or exceeded the amount to put the bill on hold, the bill will be tagged as “On Hold”.

Manually from the Supplier detail form

1. Select Supplier under the Find menu of the Supplier Module. The supplier search screen will display.
   
   
2. Select the supplier in the list to display the Supplier Detail form.
   
   
3. Switch to the Aged Credit tab. From the Outstanding Transaction tab, you will see the outstanding transactions with the supplier.
   
   
4. In the On Hold column, click on the checkbox adjoined to the bill record in the list.
   
   
5. Type in the reason in the Reason column.

 

SET THE HEADER AMOUNT TO AUTOMATICALLY BALANCE WITH THE ITEM LINES

1. Select Preferences under the Setup menu of the Supplier module. The Supplier Preferences form will display.
   
   
2. Enable the option, Balance header from the item lines.
   
   
3. Click Ok to apply your preferences and close the Preferences form. As you change the values in the item lines in the Inventory Item and Expenses tabs, the Net Total value in the header (Order tab) is updated.

 

COMPUTE TAX AFTER THE DISCOUNT IS APPLIED

1. Select Preferences under the Setup menu of the Supplier module. The Supplier Preferences form will display.
   
   
2. Enable the option, Compute Tax after potential discount is deducted.
   
   
3. Click Ok to apply your preferences and close the Preferences form. The tax will then be applied after the settlement discount was deducted from the outstanding balance. 

 

CREATE A DEBIT NOTE AND ACCEPT THE CHANGES IN THE NEW COST PRICE

The Expected Cost column shows the cost of the item from when it was received. The Confirmed Cost column allows you to put in the current cost price of the item. If there is a difference between the Expected and the Confirmed Cost, Connected Business provides an option to create a debit memo or accept the difference and update the average cost of the item or create a debit memo. This option is available if the bill was generated from the GRN document and before the bill is saved.

1. When the Create Debit Memo option is clicked before saving the bill, the Option window will appear.
   
   
2. Choose whether to accept the difference and update the item with the new cost price in reflected in the bill or create a new debit memo document.
   
   1. If you choose to create the debit memo, Connected Business generates a debit memo reflecting the line items in the bill. Choose Yes in the prompt to view the debit memo to display the Debit Memo form. Take note of the Confirmed Cost column. The difference between the received document and the bill document is shown in this form.
   2. If you choose Accept the Changes, Connected Business will update the Average Cost information of the item with the new cost price. The bill is saved and the item is updated with the new cost price.

 

PRINT THE BILL / PURCHASE INVOICE DOCUMENT

1. In the Bill form, click on the Print button from the toolbar menu. The Print Dialog window will display.
   
   
2. Select Printer as in the Destination options and select a printer in the Printer field pulldown.
   
   
3. Click on the Print button to print the bill document.

 

SEND THE BILL TO CONTACTS

1. From the Bill form, click on the Print button from the toolbar menu to display the Print Dialog window.
   
   
2. Select Email or Fax as printing destination. You may change the default message in the Email or Fax tab.
   
   
3. The default contact’s email address will appear in the Email Address field or the fax number in the Fax Number field. If there is no email address of fax number setup for the default contact, then the supplier’s primary email address of fax number is used.
   
   
4. Click on the Print button to attempt sending the documents via email or fax.