Bills

Bill

Bill in Accoxi

Purchase Bill is the receipt received by the customer for the product he has purchased. This bill is called Sales Bill by the vendor as he is selling the product and the same is termed as Purchase Bill by the customer as he is purchasing some items from the vendor. In Accoxi, the user can generate the bills to track the payments owed to the suppliers and also can create recurring bills for purchases that happen at regular intervals.

Key Features: 

  • It shows the details of all the bills that the user created along with the supplier name, reference number, balance of amount to pay, current status etc.
  • It enables purchase return and cancellation of bills. User can easily identify both by using color format. Blue color indicates the purchase return and the red color indicates cancelled ones.
  • The user can create payment terms to the suppliers.
  • User can create recurring bills for purchases that happen at regular intervals.
  • It shows the details of payment made and user can access the complete history of payments of each transaction.

BILLS

Bills Search

Bills search consists of various menus and it shows the details of purchase bills that are entered in the business. It shows the details of all the bills that the user created and along with the supplier name, current status, balance of amount to pay etc. It enables purchase return and to cancel the bills. User can easily identify both by using color format. Blue color indicates the purchase return and the red color indicates the cancelled returns. It shows the details of payment made and user can access the complete history of payments of each transaction.

Data Available in Bills Table

It shows the details of all the bills that the user created along with the supplier name, reference number, status, balance of amount to pay etc.

       Fields

                                   Description

Supplier Name

This field shows the supplier name of a particular bill.

Invoice number

This field will have the invoice number of every bill created by the user

Reference number

Reference number helps the user to identify transactions in records and it will be the continuation of previous bill.

Invoice date

The date when the invoice is created is shown here

Due date

This field shows the due date of the particular bill.

Type

Type of invoice will show in this field, whether it is Purchase invoice or Bill.

Total

It shows the sum total amount of the bill.

Amount paid

This field shows the details of amount paid. If there is any amount paid to the supplier, it will be show in this field. User can take the payment history details by clicking in the field.

To check the payment history of a bill, click on the Amount Paid field. While selecting the field, Amount paid tab will appear on the screen.

         

                                  Amount Paid Popup

It shows the complete details of payment made along with the reference number, type of payment and the paid amount. User can delete the payment details if require. It can be done by clicking on the Delete icon on the right side of the tab. 

 

Balance

This field shows the balance of payment amount that is owed to the supplier.

Status

It shows the current status of the bill invoice. It may be partially paid, unpaid, overdue, paid, cancelled and un-settled.

Bill Search

1.Filter Option

  • The user can filter the bill details in two ways- either by directly entering the supplier name in to the search bar near filter option or by clicking the filter menu. By clicking the filter option, user can filter the data by supplier name and reference number.
  • There is a status option included in the filter menu. By clicking the status option, user can filter the data by selecting appropriate payment status to the supplier. It includes partially paid, unpaid, overdue, paid, cancelled and all type of payment status.
  • User can filter the bill details by using the option By Date in the filter menu. By clicking the by date option, user needs to enter the starting date and the end date of the purchase bills, and then the bills appears on the basis of the date entered.
  • There is an option of By Due within in the filter menu. This option can be used if the user wants to filter the bills by entering the due days of payment to the suppliers.
  • By ticking the Bills option, it filters the bill details.

2.New Bill

The new bill menu opens in to purchase bill form where the user can create new purchase bill. To create a new purchase bill, user needs to enter the details in to the form.

 

Steps to create a new bill

 

  • Go to the Purchase module and select the Bill
  • Click the +New Bill menu on the top right side of the page.
  • Select the supplier or create a new supplier by clicking the +add option
  • Enter the bill number and order number.
  • You can select the option of discount type from discount before tax or discount after tax.
  • Select the payment account and enter the details regarding quantity, rate, tax rate etc.
  • After entering the details, click Save.

Bill12

         Fields

   Description

Ref number

Reference number helps the user to identify transactions in records. It will automatically appear in the bill form and user can’t edit the reference number, as it will be the continuation of the previous bill.

Date

Date will be automatically appear on the date field and it may be current day date. If the user wants to change the date, it can be done by clicking on the date menu and can select required date.

Supplier

Select the supplier from the list of suppliers, where the goods or service was purchased. If the user need to create a new supplier, then it can be created by adding  a new supplier by clicking the menu + (add new).

Refresh

If the latest data is not displayed, click on the refresh icon on the top right corner of the page to fetch the new data.

 

Narration

User can add brief explanation in the narration box if required.

Bill No

The bill number is a unique identification number of every bill assigned by the online billing system. There must be a bill number for every bill and the user need to enter the accurate bill number in the field.

Order no

User can add order number in the field if required

Bill date

Bill date means the date that a bill is issued by a Party. Bill date will automatically appear in the field and it may be current day date. If the user wants to change the date, it can be done by clicking on the bill date menu and can select required date.

Payment term

Select the payment term here and the selected date will appear in the bill invoice. Based on the payment term, the statuses of the invoices are decided like overdue, unpaid etc.

In some cases it will appear automatically in the field. It is because when the user creates supplier account, it can also save the payment term option. So when the user select the supplier, payment term will also appear along with that (can edit if required).

Due date

 Due date is a date on which the payment is expected or due. When the user set the payment term of a supplier, the due date will automatically appear in the field. User can’t edit or delete the date in this field.

Source of supply

Based on the supplier GST number this field automatically identifies the state. In case of suppliers who do not have GST registration or Overseas, the user needs to enter the source of supply.

Reverse charge

Reverse charge is a mechanism where the recipient of the goods and/or services is liable to pay GST instead of the supplier. If the user wants to apply reverse charge mechanism, it can be done by ticking the reverse charge option on the left side of the tax type field.

 

           

Tax type

Generally there are two types of tax, Inclusive and Exclusive tax. In the case of Registered (regular dealers) suppliers, user can select any of the tax type i.e. inclusive or exclusive. In the case of all the other suppliers (Un-registered, Registered composition, SEZ, Overseas) only exclusive tax type will be available.

Discount

User can select the type of discount and there are two types of discounts in the discount tab. They Are Discount before the tax and Discount after the tax.

Payment account

This is the field to select the item that was purchased from the supplier. Click below the payment account field, then User can select the items from the list.

 If the user wants to create a new item that is not included in the list, then select the Ledger option from the listed menu from Accoxi settings. In the ledger window, the user can add a new ledger by clicking + (add new).

Qty

Enter the quantity of the item in this field.

Unit

Select the unit of the item. User can select appropriate unit from the list of unit field.

Rate

Enter the rate of the purchased item here.

Tax %

This field is to enter the tax rate of the purchasing item as 3%, 5%, 12%, 18%, 28%, nil rated, exempted or no GST.

Eligible for ITC

A registered person will be eligible to claim Input Tax Credit (ITC). User can select the option Eligible or Ineligible on the basis of GST treatment.  

Value

Value of the product will automatically appear after enter the product rate, tax rate and quantity of the purchased item.

Taxable amount

Taxable amount is the amount on which tax is to be charged. It will automatically appear after entering the rate details.

Tax amount

Tax amount is the amount at which a business or person is taxed on the basis of tax type i.e. Inclusive or Exclusive.

CESS

It is a form of tax charged/levied over and above the base tax liability of a taxpayer. User need to enter the cess amount in this field.

Amount

After entering the details of purchased item that is product rate, tax rate, and CESS etc. user get the gross amount of item total.

 

TDS, Round Off & Discount

 

 

 

 

 

 

 

 

 

 

 

              

Tax Deducted at Source (TDS) is a system introduced by Income Tax Department, where the person responsible for making specified payments such as salary, commission, professional fees, interest, rent, etc. is liable to deduct a certain percentage of tax before making payment in full to the receiver of the payment.

On the right side of the box, user can select the required type of TDS. By clicking on TDS select menu, the available rates of TDS will appear and if the user wants to create a new tax type, it can be done by TDS configuration from the settings.

 

Rounding numbers makes simpler and easier to use. User can round off the total amount by using this field and the round off may be down ward, upward or nearest. This can be selected from preference menu in organization settings.

Save as Draft

The Save as Draft feature allows users to save drafts of created bill that they are editing in order to return later to finalize changes. If the user clicks the Save as draft option, then the invoice will be save as Invoice draft. User can take duplicate or recurring invoice of the draft and can convert it to Invoice when required.

Save

 

 After entering the whole details, click on the Save menu to create new bill or save the created bill form.

Clear

Clear menu is for removing the entire data entered by the user.

 

Exit

Exit menu is using for going to the previous page without saving the payment made form.

3.Export

The bills list can be export to Excel format. Click the Export button at the top right corner near the +New button. Select the file location and click Save.

4.Refresh

If your latest data is not displayed, click on the refresh icon on the top right corner of the page to fetch the new data.

5.View

This menu option helps the user to view the created bill format by clicking the view sign.

Menus available in Bill View

It consists of various menus and it shows the form of created purchase bill.

Bill View

   Fields

   Description

New Bill

If the user wants to create a new bill from bills view option, choose the menu option to create new purchase bill. User can create a new bill form by clicking the new bill option.

  

     

 

Filter

By clicking the filter menu, user can filter the data in terms of  partially paid, unpaid, overdue, paid, cancelled and other type of payment status.

 

        

Refresh

If latest data is not displayed, it can be done by clicking on the refresh icon on the top right corner of the page to fetch the new data.

 

          

 

View Journal

It is the menu that shows the journal view of the transaction.

 

          

While clicking on the menu, journal view tab will popup on the screen.

     

History

This menu helps the user to obtain the history details of the purchase bill.

           

          

There are two tabs in the Bill history i.e. Comments & history and Payments.

 

Comments & history tab shows the bill edits or corrections work done date wise and user can add comments in the comment box if required.

 

        

 

Payment tab of history menu shows the complete details of payment history. User gets the payment details including date, payment no, reference no, payment mode and total paid amount.

 

      

Zoom In

User can use zoom in menu to magnify the bill view in bigger size at multiple levels.

                  

 

Zoom Out

Zoom out menu enable the user to minimize the view form from bigger to smaller size.

                  

                  

                

Paper size

There are three types of paper size menus available on the top side of the bill view form and the user can select appropriate paper size format from paper size A4, paper size A5 or paper size letter.

 

          

 

Edit

Edit menu helps the user to edit or correct the details that is entered in the bill and can save again after it. On clicking the edit menu, the screen will go to previous window of new bill form.

 

        

 

Export to PDF

This menu enables the user to export the bill form to PDF format and can be saved in the system.

 

                   

When the user click on the PDF menu, a new tab will appear for saving the file. Then user can select the location to save the file and can set a name and click on save button to save the file as PDF format.            

                                                                                                       

 

 

Print

If the user wants to take the print out of the created bill form, it can be done by selecting Print on the top right side of the bill view.

 

                

 

When user click on the print menu, a new tab will appear on the screen and it contains the details regarding the print. User can set the page range, page height, width and can enter the required number of copies here. By clicking on the Print button, user gets the print out of the bill form.

                                                                                                             

 

      

 

Make Payment:

This menu is using for making payment to the supplier. By clicking on make payment, user gets supplier payments form.

Steps for make payment.

 

  • Click the Make Payment menu, and then supplier payment window will appear.
  • Here the user needs to enter the narration first regarding the payment.
  • Ref no, supplier name, phone no, GSTIN details will automatically appear in the field and user can’t edit these fields.
  • Then select the account type- By cash or By bank.
  • Select the instrument type from the options cash, cheque, bank transfer etc. If the payment is made through cheque, DD or any such kind of instrument, then user must enter instrument number and the bank details in the field.
  • Enter the amount that the user would like to pay in the amount field.
  • If the user want to pay full amount, then click the option Pay full amount and click the save button.
  • After clicking on the save option, user get the payment view form.

Supplier Payment1

More options

More options menu consists of various options to the user. It include Apply Debit Note, Advance adjustment, Balance write off, Create duplicate, Create Bill Recurring, Create debit note and Cancel bill.

 

More Option.0

1.Apply Debit Note

This option helps the user to adjust a Purchase return balance to another invoice of the same Customer. It helps to avoid refund and can adjust it to another invoice balance.

 

Steps;-

  • Create a Purchase invoice in Purchase module by choosing make the payment in full.
  • After creating the Purchase invoice, user can view the Purchase invoice form. Then select the more options menu on the top right side of purchase invoice view.
  • Select Debit note option from more menus and create Debit note.
  • After create debit note, select Purchase module again and create Purchase invoice (credit) by the same Supplier.
  • Then select the option Apply debit note from more options menu and Apply debit note tab will appear.
  • It shows the total debit amount, debit balance and the balance due amount. User can enter the amount in the amount field to adjust the invoice.
  • After entering the amount, click on Update menu to process.

 

Debit Note Lookup

2.Advance adjustment

Advance adjustment is one of the options in more features. It enables the user to adjust the payment that already was paid in advance to the supplier.

          Steps:

  • Click the Purchase module and select the option Payment Made.
  • Then click the Add New option on the top right side of the page and select the option supplier payment.
  • Then select the supplier and enter the details of payment regarding the account type, instrument type etc.
  • Enter the amount and narration in the field and click the save option for the payment. After clicking the save option, user can see the payment invoice and also can cancel the same if needed.
  • Then create a bill in the name of paid supplier or select the bill if already created. Then select the option of advance adjustment and user can settle the bill with that advance payment.

 

Advance Adjustment

3.Balance Write off

It is the option that the supplier allows an offer or discount on the purchase amount that is on half paid or un-paid. User can select this option from more features and can apply the write off.

 

Steps;-

  • Create a new bill or select a bill that is already created, and click on the more features button from the invoice view and select Balance write off.
  • After clicking the option, a new window will appear with the details including reference number, date, and balance amount.
  • Here the user can see the balance of payment amount and enter the amount to be written off.
  • Select the account type and add a description in the field. Then click the option Save.

Balance Writeoff1

4.Create Duplicate

User has the option to create a duplicate invoice of the existing or created bill.

Steps;-

  • Create a new bill or select a bill that already is created, and click on the more features button from the invoice view and select Create duplicate.
  • After selecting the option, the window will change to previous view, and then enter the new bill number in the bill no field.
  • Then click the Save option and the new bill will appear on the window.

5.Create Bill Recurring

If   the purchase of the same is recurring in nature user can create a          recurring   bill by clicking create recurring option. This will redirect the user to recurring bill window.

Recurring

 6.Create Debit Note

It is the option to create debit note for the purpose of returning the purchased product to the supplier.

 

Steps;-

  • Create a new bill or select a bill that already is created, and click on the more features button from the invoice view and select Create Debit note.
  • Debit note page will appear and then select the reason of the return and the user can add narration in the description box.
  • Click on save option to create debit note.

                                       

Debit Note1

7.Cancel Bill

This menu helps the user to cancel the created bill. By clicking on the cancel menu, cancel form will appear on the screen. It shows the details of Supplier name, Invoice number, Bill amount and user need to enter the reason for cancellation in the provided space.

 

6.Settings

Settings menu enable the user to edit the created bill, to view the bill form, to make the payment, export to PDF and to print the bill.

 7.Color filter

User can easily identify the cancelled bills and the purchase return by using color format. Blue color indicates the purchase return and red color indicates the cancelled.

8.Pagination Control

It controls the page navigation and the page size. Page size can be set to 10, 20, 50 or 100. And by giving page number in the box and clicking on Go button. It jumps to the said page.

9.Exit

Below the pagination control, there is exit button. If you want to exit the Bills search page click on exit button.

Frequently Asked Questions?

01What is the use of Apply Debit note option in Bills?

In Accoxi day to day expenses are recorded using Bill Voucher. Apply Debit Note option in Bills helps you to adjust a Purchase return balance to another invoice of the same supplier. It helps to avoid refund and can adjust the same to another invoice balance. Apply debit note option is clubbed under More Options  in Bills view. 

02Can I set Advance adjustment in Bills? How can I do it?

Yes. You can set advance adjustment of bills in the following steps.

  • Click the Purchase module and select the option Payment Made.
  • Then click the Add New option on the top right side of the page and select the option Supplier Advance Payment.
  • Then select the supplier and enter the details of payment regarding the account type, instrument type etc.
  • Enter the amount and narration in the field and click the save option. After clicking the save option, user can see the advance paid voucher.
  • Select the Bill of the Supplier whose advance payment is to be adjusted
  • Click on Advance adjustment from More Options menu in Bills view.
  • Advance adjustment tab will appear
  • Enter the amount details and other criteria.
  • Click on Save Button.

03What is the purpose of Balance Write-off option in Bills view?

Balance Write-off form is used to write-off Bad debt if any against Vouchers.

  • Click on the Purchase module and select the option Bills.
  • Click the +New Bill menu on the top right side of the page.
  • Create a new Bill without make full payment.
  • After create the bill, you can view the created Bill form. Then select the more options menu on the top right side of Bills view.
  • Select the Balance Write off option from More options menu, then a new tab will appear on the screen.
  • In this form, ref no will be already appear and no need to enter on the field.
  • You can select the date and account type of the write off. Balance amount will appear on the form and it can’t edit or change.
  • Enter the write off amount on the amount field and add a description regarding the balance write off.
  • After enter the details, click on Save option to process or save the Balance write off.

 

 

04How can I create a new Bill in ACCOXI?

  • Go to the Purchase module and select the Bill option.
  • Click the +New Bill menu on the top right side of the page.
  • Select the supplier or create a new supplier by clicking the +add option
  • Enter the Invoice No or order number.
  • Select any discount type as per your requirements.
  • Select the payment account and enter the details regarding quantity, rate, tax rate etc.
  • After entering the details, click on Save.

05How can I identify the cancelled and returned bills?

Click on the Purchase module and select the option Bills. It opens to bills search page and it displays all the bill created till date, including purchase return or cancelled bills. You can easily identify both by using color format. Blue color indicates the purchase return and the red color indicates the cancelled bills.