Bills
For: Anyone recording what you owe a vendor — then paying it, applying vendor credit, or raising a debit note
A Bill is the vendor's invoice in Books. Save makes Draft and already posts the ledger and updates Current Balance. Save & Open makes Open. There is no e-invoice on this module. Apply Credit on the bill header is this vendor's negative opening balance — not a Debit Note.
What this module does
1. Creating a bill
Pick Division, Branch, Warehouse. On Add: Save (Draft) and Save & Open. Edit is Save only.
Bill number: Auto-generated unless you turn that off under Bill Configuration on the form. List Preferences opens the same drawer. Terms & Conditions live there. Locked after save.
Vendor, payment terms, due date: Vendor required. Payment terms copy from the vendor. Due date follows those terms.
Items, discounts, charges, tax: Purchasable items. Settings → Discounts and Settings → Additional charges apply the same way as other purchase documents. Converted-from GRPO shows GRPO No#; from PO shows the PO numbers.
2. Stock add — Inventory Config
Same company switch as GRPO: Purchase Flow Stock Add Source.
Source = Bill: Scratch and PO bills add stock (batches) unless shipping is to a customer. A bill from a GRPO can still exist; stock may already have been on the GRPO if that setting was GRPO at receive time.
Source = GRPO: Bill from GRPO does not add stock. Checkbox Manage inventory effect is hidden. Ledger settles GRNI for those lines. Scratch / PO bills can still tick Manage inventory effect (add stock from this bill)after a confirm modal.
Note: Convert-from PO or GRPO is not the same as Stock Add Source. You can still bill a GRPO when stock was added on the GRPO.
3. Viewing, searching, and exporting
Status tabs (Draft, Open, Partially Paid, Paid, Overdue, Cancelled). Toolbar: Add, Add Split Bill when a split session is on; TOOLS → Auto Map Opening Balance; Export Bills; Preferences; custom fields, refresh, reset columns.
Detail: View Vendor, Apply Credit (conditional), Download, Print. Tabs: overview, attachments, stock movement, Payment History (Payment Made, Applied Credits from debit notes, Opening Balance — Credit), comments.
4. Editing a bill
Draft only in the UI. Vendor and location stay locked.
5. Printing and downloading
Detail: Download and Print.
6. Changing a bill's status
Button: Mark Bill As.
| From | Mark As |
|---|---|
| Draft | Open, Cancelled |
| Open, Partially Paid, Paid, Overdue | Cancelled only. You never Mark As Paid, Partially Paid, or Overdue — payments, debit notes, and due dates set those |
| Cancelled | Nothing. Mark Bill As is hidden. Cancelled is a dead end |
7. Converted from — what can become a Bill
| From | When | Result |
|---|---|---|
| Purchase Order | Accepted or Partially Recorded, and no non-cancelled GRPO exists for those POs. Convert To Bills on the PO | Vendor, items, remaining quantity come across. Location often locked. If a live GRPO already exists, this path is refused — bill from the GRPO |
| GRPO | Recorded only. Convert To Bill or Convert To Bill With Split on the GRPO | Received lines come across. Saving this bill moves the GRPO to Converted. Stock may already be on the GRPO depending on Inventory Config |
| Scratch | Add Bill or Add Split Bill with nothing pre-filled | A new bill. Save makes Draft; Save & Open makes Open |
| Duplicate | Duplicate Document on the list or detail | Opens Add with the same vendor, items, and amounts. New bill number, today's dates, Draft. Due date recalculates from payment terms. No GRPO / PO link copied as a live conversion |
| Recurring Bill | Daily job or Create Bill retry on a FAILED cycle | Always lands as Draft here, with a comment that it came from the recurring bill |
8. Converted to — what follows a Bill
| To | When | Where | Result |
|---|---|---|---|
| Payment Made | Balance greater than zero. The payment picker lists Open, Partially Paid, or Overdue — not Draft | Payments Made → Add. There is no Convert button on the bill | Approving the payment moves this bill to Partially Paid or Paid. You do not Mark As those statuses yourself |
| Apply Credit | This bill still has a balance, and the vendor's Opening Balance on this bill's branch is negative (remaining credit). The button is on the bill detail | Apply Credit on the bill detail. Modal: Apply Opening Balance to Bills | This bill is pre-selected. It becomes Partially Paid or Paid without creating a Payment Made. Payment History shows Opening Balance — Credit |
| Debit Note | A debit note can name this bill, or be applied to it later | Debit Notes module — not a Convert button on the bill | Reduces what is still due. Applied Credits appear on Payment History. A debit note on this bill blocks cancel and delete |
9. Apply Credit — opening-balance credit on this bill
Same idea as Apply Credit on an invoice, flipped to the vendor. Needs remaining bill balance, vendor Opening Balance still negative on this bill's branch, and Bills edit — not view-only.
Warning: Apply Credit here is not Apply to Bill on a Debit Note. Debit notes use that note's available balance. This button uses remaining vendor opening-balance credit.
10. Duplicating a bill
Duplicate Document. New number, Draft, due date from payment terms.
11. Deleting a bill
Remove Payment Made, Debit Note, and Opening Balance — Credit rows first. Cancelled cannot be uncancelled — delete is a separate action with the same blockers, then the record is gone. Linked PO / GRPO remaining quantity is recalculated.
Business rules
| Topic | Rule |
|---|---|
| Ledger posts on save, including Draft | A bill posts to the general ledger as soon as it is saved. Cancelled reverses that journal. Moving Open → Partially Paid → Paid does not re-post the bill journal |
| Subscription gate | Creating a bill is limited by your plan. Editing, status, duplicating, Apply Credit, and deleting are not separately gated |
| No primary-bank gate | You can create a bill without a primary bank |
| Bill number | Auto-generated unless you turn that off under Bill Configuration on the form (or Preferences on the list). That same drawer stores Terms & Conditions. Split bills use the split bill series. Locked after save |
| Division, Branch, Warehouse, Vendor | All four are required to create. After save they are locked. Converted-from PO or GRPO also lock those fields on the new form before save |
| Currency | Taken from the vendor, or from the PO / GRPO if this bill came from one. An exchange-rate field appears when that currency differs from the company base |
| Stock Add Source is a company setting | Settings → Inventory Config → Purchase Flow Stock Add Source. Set it to Bill for this module to add warehouse quantity. The choice is stored on each bill at create time |
| Stock add on this bill | Source = Bill: scratch / PO bills add stock by default (shipping-to-customer can force it off). Source = GRPO: a bill created from a GRPO does not add stock — the GRPO already did; ledger settles GRNI. When source is GRPO and you add a bill from scratch or PO, the form asks whether to Manage inventory effect (add stock from this bill). Inventory Impact on detail shows Stock Add Enabled/Disabled from create time |
| You can only edit a Draft | Open, Partially Paid, Paid, Overdue, and Cancelled cannot be edited in the UI. Vendor and location stay locked even on a Draft |
| Paid / Partially Paid / Overdue are not Mark As | Mark Bill As on Draft offers Open and Cancelled. On every other live status it only offers Cancelled. Payments, debit notes, and vendor credit set Paid / Partially Paid. Overdue follows the due date |
| Cancelled is a dead end | A Cancelled bill cannot be brought back to Draft or Open |
| Cancelling vs deleting | Cancel is blocked by an active Payment Made, a Debit Note created from or applied to this bill, or opening-balance vendor-credit applications. Delete is blocked by Payment Made / Debit Note, and by opening-balance credit rows — remove Opening Balance — Credit from Payment History first. Stock reverses on cancel/delete if this bill had added stock |
| Apply Credit on the bill detail | Shows when this bill still has a balance and the vendor's Opening Balance on this bill's branch is still negative. It is vendor opening-balance credit — not Apply to Bill on a Debit Note. The Bills list TOOLS menu also has Auto Map Opening Balance, which maps remaining vendor credit across vendors onto open bills, oldest due date first |
| No e-invoice | Bills have no IRN or e-way bill |
| Attachments | Up to 3 files, 5 MB each |