4.9 Bills

 4.9. Bills

4.9.1. Configure Checks

Used to configure the layout of check

• Step 1. Go to Bills menu under the Accounting module in the left sidebar
• Step 2. Select the Configure Checks tab -> select a type and click Save

4.9.2. Add New Bill

• Step 1. Go to Bills menu under the Accounting module
• Step 2. Select the Add New Bill tab
• Step 3. From the Vendor dropdown, select a vendor
• Step 4. Enter the Name, Note
• Step 5. Enter the Bill date, Due date
• Step 6. Select the Debit account and Credit account, enter the Amount and tax
• Step 7. When you’re done, select Save

4.9.3. Approve or Bulk Approve

Next we proceed to approve the bill. Approved bills cannot be edited anymore

• Go to Unpaid Bills tab -> select a bill and click Approve Payable

• Or select some bill and click on the Bulk Approve

Approved bills are moved to the Approved Bills tab. This screen allows to view details or delete or pay bill

After the bill is approved, the data is mapped to the respective accounts

4.9.4. Pay Bill With Electronic Payment or Credit Card

Method 1. Pay each bill

• Step 1: Go to the Approved Bills tab -> Select the bill to pay
• Step 2: Click Pay bill

• Step 3. On the bill payment form, choose either Electronic Payment and Credit Card. Verify the information is correct, such as the Payee, Date paid, Debit/Credit account fields, invoice item field. Make any changes if needed.

• Step 4. In the Amount paid field, enter the total amount paid
• Step 5. Click on the Save

The saved bill is displayed in the Paid Bills tab

Data displayed in reports

Method 2: Paying many bills at the same time (selected bills must be from the same vendor)

• Step 1. Go to the Approved Bills tab -> Select some bills to pay-> Click Pay bills

• Step 2. The system redirects to the bill payment form, doing the same as method 1.

4.9.5. Pay Bill with Check

• Step 1: Go to the Approved Bills tab -> Select the bill to pay
• Step 2. Click Pay bill

• Step 3. On the bill payment form, choose Check and click on the Create new Check button

• Step 4. The system redirects to the Write Checks tab.

First select Bank account, the system automatically displays the next check number of the selected bank account, default starts with 0.

Then select Bill Item and enter the total amount paid in Amount paid field

• Step 5. Sign

Click the Sign button -> the system displays a popup to sign.

• • Check “Signature” to draw signature directly -> Then press Sign

• • Or check “Signature is Available” -> Click Import Signature button to insert signature image -> Then select the signature and press Sign

• Step 6. Save this check

There are 4 ways to save checks:Save, Save & Print Now, Save & Print Later, Save & Print Multiple Checks

• • Method 1: click on Save button

==> Check will be displayed on the Write Checks tab / checks->The status of the check is Not issued yet

And map to the report with Credit: selected bank account; Debit: Accounts Payable (A/P)

• • Method 2: Click Save & Print Now

Display the print screen

The printed check is displayed on the Check Register page with the Issued status.

Check is mapped to the report with Credit: selected bank account; Debit: Accounts Payable (A/P).

• • Method 3: Click Save & Print Later button

the system displays as below

After the check is saved, it will be displayed on the Write Checks tab/ checks with the status Not Issued yet

• • Method 4: Click Save & Print Multiple Checks button: save and print with other unprinted checks now.

Then select some checks to print and click Print and Issue

4.9.6. Void Check

When the check hasn’t been cashed, you can void it by following the steps below:

• Step 1. Go to Bills menu under the Accounting module -> Select Check Register
• Step 2. Select the bank account the check you need to void was recorded

• Step 3. Select a check and click on Payee

• Step 4. Select Void Check and confirm Are you sure you want to void this check? by selecting OK.

4.9.7. Reprint Check

Reprint is only used for checks whose status is Issued.

If during the printing process there is an error such as the printer running out of ink or printing in the wrong format, use the Reprint function.

To reprint, follow these steps

• Step 1: Go to Bills menu under the Accounting module -> Select the Write Checks -> Click Reprint

• Step 2. Select one or more checks to be reprinted -> Then click Save

New check number: if enabled, will reprint the check with the new check number. If disabled, New beginning check number field is hidden

• Step 3. Click on the Save button

If printing with the new check number, the old check number has the status “Printing Error”