Reconcile bills

Overview

Bills are generated when you receive a purchase order shipment from your purchasing vendor. Before you pay your bills, review and reconcile your bills to ensure they are accurate. This helps to ensure you pay bills on time and maintain a good credit standing with vendors. After you reconcile bills, add them to statements and pay your statement balances. You can also export reconciled bills to QuickBooks Desktop.

When reconciling bills, make sure to review these for accuracy:

• Total

• Item SKUs

• Item costs

• Item quantity

• Fees and deduction

• Sales tax

• Shipping fees

• Payment term

Note: You can only add reconciled bills to statements.

Things to know

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

• To reconcile bills in bulk, see Reconcile bills in bulk.

Reconcile a bill

1. Go to the navigation bar and click Accounting.

2. In the side panel, click Bills.

3. Click the Unreconciled tab if it’s not already selected.

4. Select the bill you want to reconcile.

   Tip: Use the filters to quickly find the bill.

   
   The Bill record opens.

5. Optional: To edit the bill and add discounts or other costs, complete the following steps:

   1. Click the Actions dropdown and select Edit.
      

   2. In the lower section of the Edit 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.
         

   3. 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   icon at the end of a row.

   4. 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.

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

   6. 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.

   7. 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.

   8. When you’re done, click Save in the upper-right corner of the screen.

6. Review the bill and determine whether the purchase order, receipt, and item list have the same dollar amount, then do one of the following steps:

   1. If dollar amounts match, click Reconciliation Actions > Mark as Reconciled.
      
      A pop-up opens to confirm the bill is reconciled.

   2. If dollar amounts don’t match, click Reconciliation Actions > Discrepancies Identified.

      Tip: To document identified discrepancies and keep track of what actions you take to resolve the discrepancies, click Comment to add comments on the bill.

Want to learn more?

• See Set up Accounts Payable