Create non-purchase order bills

Overview

Create a non-purchase order (PO) bill to manage costs incurred outside the purchasing workflow such as insurance, permits, rent, utilities, gas, marketing, credit card fees, taxes, and other non-job related costs.

Things to know

• If you haven’t already enabled Payables, see Set up Accounts Payable.

• If a purchase order is related to a project, the purchase order’s business unit must match one of the project’s assigned business units, if it has any.

Create a non-PO bill

1. Go to the navigation bar and click Accounting.

2. In the side panel, click Bills.

   Tip: Filter bills by selecting PO Bill or AP Bill from the Bill Type dropdown. For PO bills a receipt and PO is created during the purchasing workflow. An AP bill does not have a receipt or PO.

   

3. On the Bills screen that opens, click Create Bill.
   

   Tip: You can use the Tab or Enter key to move to the next field.

   

4. On the Create Bill screen opens, enter information in the fields:

   1. Remittance Vendor: Select from the dropdown.

   2. Job Number (optional): Select from the dropdown if you want to associate this bill with a job.
      Tip: You can search jobs by customer name and click locations to find the appropriate job number.

   3. Vendor Document Number: Vendor document or reference number.

   4. Term: Select from the dropdown.

   5. Date Billed: Use today’s date or enter another date

   6. Business Unit: Select from the dropdown.

      Note: The business unit selected is used for expenses and items for this bill to help save time entering business units for each line. You can change the business unit as needed for an expense or item.

   7. Project Label: Select the from the dropdown

   8. Memo (optional)

5. In the lower section of the Create Bill screen, click Expenses (if it’s not already selected) and enter expense information:

   1. Account: Select an account from the dropdown.

      Note: To view account numbers associated with active general ledger accounts, go to Settings > Operations > General Ledger Accounts.

   2. Business Unit: Update the business unit if needed.

   3. Job Number: Select from the dropdown.

   4. Memo (optional)

   5. Amount: Enter a dollar amount.
      

6. To add another expense, click Add at the end of a row and repeat the previous step to enter details about the expense.

   Note: To delete expenses or items, click Trash .

7. Click Items and enter details about an item.

   Note: Items added to bills do not impact inventory.

   1. Item: Select from the dropdown.

      Note: Only non-inventory items appear in the dropdown. To add an inventory item to a bill, see Purchasing module.Tip: You can search for an item by entering all or part of an item name in the dropdown.

   2. Qty Billed: Quantity.

   3. Unit cost: Cost per unit.
      

8. To add another item, click Add at the end of a row and repeat the previous step to enter details about the item.

9. When you are done entering expenses and items, enter the Tax Rate as a percent or dollar value.
   
   The Total is calculated. All expenses and items are taxed.

10. To add charges or discounts to the bill, click Add and select from the dropdown.
    
    Taxes are applied or not applied to discounts or charges based on the selection you make.

    Note: Shipping costs are not taxed.

11. When finished, click Save.

The non-PO bill appears in the Unreconciled tab of the Bill screen.

Note: NA appears in the Vendor and P.O. No. columns for non-PO bills because the bill is generated outside of the purchasing workflow.

Tip: To add comments to a bill, click Comment and enter a comment.

Want to learn more?

• See Set up Accounts Payable