Overview
When a purchase order is received or partially received, a bill needs to be created. Bills can be created automatically, based on the items marked as received. Or, if you prefer to wait for the invoice to be received from the vendor, bills can be created manually.
Who uses this feature
Administrators, office employees, managers, accountants, bookkeepers
Applies to all business types
Feature configuration
Requires the Purchasing or Inventory modules to be enabled
Things to know
Enabling auto bill creation provides a cross reference point for the employee in charge of reviewing vendor invoices for accuracy
The manual creation of bills allows you to automate updating of vendor costs in the Pricebook for the vendor on the bill
Turn auto bill creation on or off
When enabled, auto-bill creation creates a bill as soon as a purchase order is marked as received. For documentation purposes, a receipt is always automatically generated.
Go to the top toolbar and click Settings
, then click Purchasing or Inventory > Configuration > Purchasing tab.To turn on auto-bill creation, select the box next to Create Bill when PO is Received Automatically. To turn it off, deselect the box.
When finished, click Save.
Manually create a bill for a purchase order
When a purchase order is marked as Received or Partially Received, a receipt is automatically generated. If auto bill creation is turned off, a bill can be manually created from the receipt.
Go to the navigation bar and click Purchasing or Inventory > Receipts.
Use the filters to search for the receipt by: Vendor Doc. Number, PO Type, Technician, From-To Dates, Business Unit, Vendor, Job Number, PO Number, Inventory Location, Created By, Min/Max Cost.
Once located, click on the hyperlink in the Receipt No. column.
On the receipt screen that opens, click Actions > Create Bill.
On the Create Bill screen that opens, fill in the bill details.
If you want to automatically update the Pricebook with the unit costs on the bill, turn on the Update Pricebook toggle.
Confirm the items on the bill.
When finished, click Save. If you are ready to start another bill immediately, click Save and Create New and a new blank form will open.