Bills

Bills track what you owe suppliers. They live under Purchases → Bills.

Lifecycle

Draft → (Pending approval) → In your books → Part paid / Paid
                                           → Overdue
                                           → Cancelled

A bill can be edited only while it is a draft.

Create a bill

1. On Purchases → Bills, click New Bill.
2. Choose the supplier. Anchor fills the Currency, and each line's Account and Tax, from the supplier's defaults (Contacts → Bookkeeping). You can change them; a line you changed yourself keeps your choice if you switch supplier.
3. Enter the supplier's bill number, the issue and due dates, and the lines.
4. Save. The bill is a draft. Attach the supplier's invoice (PDF or photo) on the bill page under Supplier documents.

Or let ARIA read the supplier's invoice: Import from document on Purchases (see Ask ARIA). It creates a draft bill with the invoice attached, after you check the supplier and each line's account.

Buying stock

Pick a stock item on a line. That fills the description and purchase price when those fields are still empty, hides the Account picker, and stores the item so the bill capitalises inventory and increases quantity on hand when it goes into your books. Free-text expense lines remain valid.

If the goods arrived on a purchase order that was already received, bill it from the PO or the goods received note instead, so stock is not counted twice.

Add it to your books

Click Add to my books on the draft. Anchor posts:

• debit each line's expense account, or Inventory for stock lines,
• debit Input VAT,
• credit Accounts Payable.

To have someone else check a bill first, tick Submit for approval instead of posting on New Bill. The bill waits in Pending approval; an approver (admins and up) clicks Approve to add it to your books, or Reject to send it back to draft with an optional reason (shown on the bill as Last rejection reason). See Approvals.

Pay a bill

• From the bank line (usual): on Accounting → Banking, use Match bill on the payment. See Banking.
• From the bill: click Record Payment. Posts debit Accounts Payable, credit bank.

Use one route per payment so the bill is not paid twice.

Supplier owes you money back

Click Record a supplier credit on the bill. Anchor starts a supplier credit pre-filled from the bill's lines, which you can adjust and then use against this or another bill.

Cancel a bill

Cancel bill stops the bill counting toward what you owe and reverses its entry. You cannot undo this. A bill with payments against it cannot be cancelled; delete the payments first.

Other tools on the bill

• Supplier statement: every bill, payment and credit for this supplier on one running statement.
• Order match: shows whether the bill is Matched to delivery or Not on an order (see Bill matching).

Recurring bills

Rent, subscriptions and other bills that repeat are set up under Purchases → Recurring Bills. See Recurring invoices, bills and expenses.

Numbering and PDF

Bills are numbered BILL-00001 onwards (see Document numbering). Bills can be downloaded as PDFs using your document template.