Purchase Bills
A Purchase Bill is the accounting record of a financial obligation to a vendor. While a Purchase Order represents the intent to buy, the Bill represents the actual debt incurred. Creating a bill updates your Accounts Payable ledger.
Anatomy of a Bill
When you open a specific bill (e.g., BI-1-81/82), you will see the detailed breakdown of the transaction.
Header Details
- Vendor: The supplier issuing the bill (e.g., I-Verse Engineering Firm).
- Dates:
- Bill Date: The date the bill was issued (supports Nepali date formats like
2082-02-07). - Due Date: The deadline for payment. If the current date passes this, the bill status changes to Overdue.
- Bill Date: The date the bill was issued (supports Nepali date formats like
- References: The internal Bill ID (
BI-1-81/82) and any external Reference Number provided by the vendor.
Item Table
This section lists the specific products or services billed, including:
- Item Name & SKU (e.g.,
KT-R-3L). - Quantity, Rate, and Discount.
- Tax: The specific tax rule applied (e.g., VAT 13%).
Bill Status Lifecycle
The status bar at the top right indicates the financial state of the bill:
- Draft: The bill is being prepared and has not hit the ledger yet.
- Open: The bill is confirmed and awaiting payment.
- Partially Paid: A portion of the total amount has been paid, but a balance remains (Highlighted in Blue).
- Paid: The full amount has been settled (Highlighted in Green).
- Overdue: The due date has passed without full payment (Highlighted in Red).
- Void: The bill was cancelled.
Managing Payments & Credits (Sidebar)
The right sidebar is your primary tool for settling debts and managing returns directly from the bill view.
1. Recording Payments
You can record payments in two ways:
- Top Action Bar: Click the Record Payment button next to the Print icon.
- Sidebar Quick Action:
- Pay All: Clicking this immediately initiates the full payment workflow for the outstanding balance (e.g., “Rs 34,82,459.65 to Pay”).
Once a payment is recorded, it appears in the Payments list in the sidebar with a unique ID (e.g., PM-95-82/83). You can click the vertical dots to view or edit the payment details.
2. Vendor Credits (Returns)
If you need to return items or receive a refund/credit from a vendor, use the Vendor Credits section in the sidebar.
- Credit All: Automatically creates a Vendor Credit Note for the full value of the bill items.
- Manual: Allows you to select specific items to credit (useful for partial returns).
- Applied Credits: If you have existing credits with this vendor, you can apply them here to reduce the bill amount.
Other Actions
- Clone: Duplicate the current bill to create a new one with identical details.
- Print: Generate a physical or PDF copy of the bill for your records.