v. How To Create Bill

• The bill reference number is basically that number that the system will generate automatically until input is provided.

• Enter the reference number given in the bill or set the bill number as per your identification. e.g. DZT-001 

• Enter the date (default is today). 

• Enter the supplier’s name, e.g., Demo Supplier Trading LLC. 

If you don’t find the supplier name, then an add new option is given in the drop-down space; click on it and then create your supplier. If you want to know about how to create a supplier, then go to the section. If you don’t find supplier name in bills/PO (2)(2) 

• Click on project if this bill is related to a specific project. Choose an existing project given in the drop-down option. This field is optional; if you don’t want to link the purchase order to any specific project, then there is no need to fill this field. 

If you don’t find your project name, then scroll down and go to the section about “How to add a new project” (3)(3). 

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

• Enter the date on the bill, the date the order is placed.

• Entering the accrued date means the date when you actually receive the goods. 

• “Enter the Bill Due Date” means the deadline to pay the bill. After that due date, it becomes overdue, possibly affecting credit terms. 

• Enter the discount rate mentioned in the given order and apply a percentage discount to the entire PO. E.g., the discount rate is 10%. If any discount is provided, then enter 0. 

• Enter the payment terms, which mean the number of days the terms remain valid. E.g., 30 days. 

• Enter the Select the currency for the quotation (e.g., AED). 

How to add items in Bill 

• Click and select the items from the dropdown list. e.g., financial service, electronics, food chain. 

First add your inventory in stock and then book any bill against that inventory. How to add a product into inventory is explained in the Inventory module in the stock section named “How to Add Product in Stocks.” (01). 

• Enter the account name and choose the related accounting category.

The accounts field depends upon the item if you are going to add a specific item/service name in the item field. Then it will not show you any account heads in the “account” field. Just select it, and it will automatically add the item to their respective account.

OR 

Only if you choose “Others” in the “add product section” to book any revenue head while creating a quotation, proforma invoice, or sale invoice, the appropriate Chart of Accounts must be selected manually.

And if you select “others” in the item section and still you don’t find your account head in the account field, to select the account code, go to charts of accounts, click on profit and loss, and that page will allow the user to create or add a new account head in any category as per your need. 

• Enter a description like a brief detail of the product/service. e.g., electronic—100 units received, providing financial service for 1 month. 

• Mention the unit price, the price per unit of the product. If your item is related to service, then leave this block empty, e.g., AED1000. 

• Enter Quantity, the quantity of items. We enter quantity only for products, not for service. 

• 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 the 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, the button, it means the VAT amount is included. 

• The net price would be automatically calculated. e.g., if the unit price is AED 1,000, then the cost for 100 pieces would be AED 100,000. 

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

• Automatically system would calculate Vat amount.   e.g. would be AED5000 

• “Enter Gross amount” means “Enter the total amount, including VAT,” e.g., the gross amount would be AED105000. 

Batch information 

Now we have batch information. Batch information is mandatory for product entries to ensure proper tracking, inventory control, and traceability. However, for service entries, batch information is not required since services do not involve physical stock or batch-wise management. 

• What is the manufacturing date of products? 

• What is the expiration date of products? 

• What is the batch ID of the goods?

The below picture is explained below. 

• On the left side of Summary, you can add comments or special terms for the PO in the text area provided. 

• On the right side of Summary shows automatically calculated your net amount, discount apply on overall amount, before or after VAT amount and total payable amount. 

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

• After entering all information successfully, click on “Save,” which saves the bill and adds it to your records. 

• After submitting the form, all your information will appear on the screen in a summarized form.

• In a list of suppliers, you can see all brief information about bills, and you can add new bills easily through the front page. 

• Users can directly access the bill’s details through the supplier account as well as through the bill subhead given in the Purchase Module.

• This is the following way to create a bill through a supplier account.