Create Expense Bill for Other Purchases / Expenses

This section will discuss on how to create an Expense Bill for other purchases and other expenses.

Steps

1. From the Supplier module. You can create a new bill/purchase invoice from any one of the following sources:
   1. Bill > New Bill/Purchases
   2. New Bill/Purchases button from the Supplier detail form
      
      
2. A search screen for Goods received awaiting bills and active suppliers will appear.
   
3. To create a new bill from scratch, select a supplier in the Active Suppliers tab. The Bill form will display. TheBill form will reflect the details of the supplier. You may modify the default information as needed.
   
   
4. When creating a new bill from scratch, the Expenses tab of the Bill form is initially displayed.
   
   
5. You can use the default expense account or select another. In the Items tab, you can add details to the inventory items or services itemized in the bill document you received. Follow the steps in creating a new bill from scratch.
   
   
6. Enter the primary details in the Order tab. You may change the default current date in the Bill Date field and the default due date in the Due Date field.
   
   
7. You may add relevant document codes and reference numbers in the Invoice and Reference fields.
   
   
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. You may enter the confirmed cost of the items to balance the amount of the item lines with the header amount.
   
   
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 payment term in the Payment Term field in the Discount tab. The payment term determines the due date for the document. You may change the Due Date as needed.
    
    
12. Optional: You may add notes to the bill document in the Notes tab.
    
    
13. Enter expenses and other purchases in the Expenses tab. Select an expense account code from the Account Code column pulldown. Enter Notes, Total Amount and Tax Code (if applicable).
    
    
14. 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 sectionshows the sum of the Net Total and Tax/Vat Total.
    
    
15. 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 (Expenses tab) before saving the bill.
    

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

16. Save the details before closing the Bill form.