Other expenses & bills

To record overheads and bills, such as rent and rates, gas, electricity and phone bills you can enter a bill directly against the supplier record. This will not record details of products/services or create any documentation, it will simply post the relevant accounting and update the supplier account to say you owe them money. In the same way, a supplier credit can be entered. These processes can also be used for posting tax/VAT only transactions. If you import goods from overseas, then you may well receive an invoice for tax/VAT only, with no goods or services.

Quick bills and credits are also used for transferring accounting data from another software program, enabling you to bring across open accounts payable (creditors).

How to enter a supplier bill/invoice

  1. Got to  Suppliers > Enter a Bill .
  2. Search for the supplier (only primary suppliers contacts are searchable) or add a new supplier.
  3. Select the tax date and due date. Automatically calculate a due date by clicking the 30 Days button.
  4. Enter the Bill reference.
  5. Enter any further details.
  6. Enter the net amount.
  7. Select the correct tax code to calculate the tax and total values.
  8. Select the nominal code the charge relates to (e.g. Rent).
  9. To add more rows using a different tax rate or nominal code click the Add row button and then enter the details.
  10. To simultaneously create a bank payment and mark this invoice/credit as paid, select the Mark as paid at the same time checkbox.
  11. Click the Extra Options link if you want to associate this invoice with a department, project or lead source.
  12. Click the Enter Bill button. 

How to enter a VAT only bill/credit

  1. Go to Suppliers > Enter a bill/Supplier credit.
  2. Search for the supplier.
  3. Enter the invoice/credit reference from the supplier document.
  4. Enter details of the transaction.
  5. Unselect the Autocalculate tax checkbox.
  6. Enter the tax amount to be invoiced/credited, but leave the net amount as zero.
  7. Select the relevant tax code; this is used to ensure the amount displays in the correct place on the tax report/VAT return. (When crediting a tax overcharge on a sale ensure you use the same code as the original sale, to reverse the original entry).
  8. Select the relevant nominal code. (When crediting a tax overcharge ensure you use the same sales code as the original sale, this will reverse the original entry).
  9. Ensure the total is only the tax amount to be invoiced/credited.
  10. To simultaneously create a bank payment and mark this invoice/credit as paid, select the Mark as paid at the same time checkbox.
  11. Click the Enter journal button to finish.

The invoice/credit journal will be posted to accounts and the supplier account balance adjusted accordingly. The invoice/credit will be displayed on the supplier's payment allocation screen until it is paid or matched/allocated.

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