How to Record a Bill in Capi Plan Books

subhead. To record a bill against any order in the Capi plan book, go to the purchase module and click on the bill subhead. 

Click on the Bill Module. 

Click on it; it shows you a new page. 

This page consists of a table and will show you summarized information. This Bill Details Section will display all important financial and transactional information related to the supplier bill, which includes bill number, supplier name, entry date, effective date, due date, billed amount, paid amount, due amount, and status of bill.

There is a date and company filter given with the Find button in order to find data of a specific time period. You can click on it and choose a date and company as per your requirement. After selecting the date or company, click Find to reload the results. 

There is a button located on the top right side of the table, i.e., “Add Bills.” 

Click on the “Add Bills” button. 

Click on the add bills button; it will show you a new page. This page allows you to enter bill information. 

Fill The Following Information 

• Enter the bill reference number, or the system will generate it automatically as per the default setting. Users can set the default reference number through the document setting option located in “Settings.”

• Enter the reference number given in the bill or set the reference number to track and identify the bill. e.g., Bill-ADC 

• Date—By default, the system automatically selects today’s date as the entry date or posting date in books. 

• Enter the supplier’s name, e.g., Supplier A.

Note: If the supplier is not already created, enter the name in the Supplier field and select “Add New.” The system will redirect you to the Add Supplier page to create a new supplier record. 

If you don’t know how to create a supplier, then go to the given section—If You Don’t Find Your Supplier’s Company Name—while creating a bill/PO in CapiPlan books.

• Click on “Project”; if you want to link this purchase to a specific project, then choose an existing project or create a new one by clicking the “Add New” option given in the drop-down space.

Note: If you don’t find your project name, then go to the section about “How to add a new project.” ”.

• Use Project Details – Check this box to auto-fill details from the selected project. 

• Enter the date on the bill, the date on which the bill is placed: 11/01/2025. 

• Enter the accrued date, meaning when you actually receive the goods. E.g., 11/01/2025. 

• Enter the bill due date, which is the deadline to pay the supplier bill before or on 11/11/2025. After that due date, it becomes overdue, possibly affecting credit terms. 

• Enter the discount rate mentioned in the given bill, and it will apply a percentage discount to the entire bill. E.g., if the discount rate is 10% and no discount is provided, enter 0 in the given field. 

• Enter the payment terms, meaning the number of days within which payment must be made for the bill. It will automatically display while selecting the date. E.g., 10 days. 

• Enter and select the currency in which payment will be made. e.g., AED.

How to Add Product in Bill 

• Click and select the items from the dropdown list. E.g., item/service. 

Please ensure that before booking a bill, the related inventory items or services are already created in their respective modules. Or if you don’t know how to create a new product or new service, then go to the section about How To Add New Products Or New Services In Bill/PO In Capi Plan Books. 

• Enter a description, like a brief detail of the product/service. E.g., iPhone 17 Pro Max received on 11 November 2025, providing financial services for 1 month. 

• Enter account name. Choose the related head name in the accounting category. 

The accounts field depends upon the “item” field; if you are going to add a specific item/service name in the item field, the account field will not display any head in the field. It will automatically add the product/service to their respective account.

OR 

If you select “Others” in the item field, only expense and current asset account codes will appear. If your required account is not listed, go to Chart of Accounts → Profit & Loss to create or add a new account under the appropriate category by clicking on the given button “Add new heads.” 

• Mention the unit price, the price of one unit. If your item is related to service, then stay empty in this block. E.g., AED 4500. 

• Click and select the applicable VAT rate, which is applied to your product and service. e.g., 5% standard. 

• Enter the quantity of products. (We enter quantity only for products, not for service.) For service, we enter 1. 

• inclusive checkbox; here it works like this: in unit price, the VAT amount is already added. Here the system only deducts and calculates the original price of the product and calculated VAT amount from the unit price. When you click on the inclusive button, it means the VAT amount is deducted from the total amount. And when you click Off, it means the VAT amount is included. 

• The net price would be automatically calculated. E.g., if the unit price is AED 4500, then the cost for 1 piece would be AED 4500. 

• Click and select applicable VAT rate. e.g., 5% standard 

• Automatically the system would calculate the VAT amount included in the unit price. 

• “Gross amount” means the total. Enter “Gross amount,” which means the total amount including VAT; e.g., the gross amount would be AED 472500.00. 

• Use the “+” to add a new product row and “-” to remove one. 

Batch information 

Here you have to enter the batch information for products/stocks/inventory. We entered the batch information while booking the bill. 

• Bill ID: Enter the batch ID or number to track the stock. E.g., batch-001 

• Received Qty.—enter the quantity that you received from the supplier. E.g., 100 

• Manufacturing Date—The date on which the product was produced or manufactured.

• Expiry Date—The date after which the product should not be used or sold. 

• Summary: You can also add comments or special terms for the invoice in the text area provided.

• On the right-hand side, a financial summary is given. It automatically calculated your grand total, like net amount and discount applied to the overall amount, before or after the VAT amount, and the total payable amount. 

Signatory 

• There are three options given for the signature of responsible persons. Select the authorized person or department responsible for approving or signing the bill.

• After entering all information successfully, click on the save button and add information to your records. 

• After submitting the form, a new bill will appear on the screen in a summarized form. User can download bill document in PDF form. 

• In the list of suppliers, you can see all brief information, and you can add a new bill easily through the front page. Users can even download the bill statement through the front page as well by clicking on the given icon located on the right side of the table.  

For more analysis and payment procedures, go to the Bill Analysis and Payment Procedures for Bills section and follow the instructions.