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Fields in Bills explained
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Table Fields Description
1.Purchase Type: four options: Quote, Order, Bill and Pay Bill.
2.Supplier: Users can use smart search, or select from the pre-saved supplier list or create new supplier by clicking New.
3.Ship To: Shipping Address including company name and delivery address normally auto loaded if pre-saved in company information; User can modify Ship to address in the TEXT BOX here;
4.Supplier Inv #: this is the invoice number or quote reference number issued by a supplier. Both numbers and strings are accepted in this field.
5.Date: The date you created the quote, the default date is today’s date. Any date input outside of current financial year will not be accepted and the following “You may not Enter Transactions before the beginning of your financial year.” will appear. Default date format is DD/MM/YYYY.
6.Purchase #: The unique number will be accumulated automatically by the system every time there is a new quote generated.
7.Due Date: Due Date in Bill is the date user's company due to make the payment towards supplier.
8.Amounts Include Tax: This check-box has been ticked by default, which means the unit price is auto loaded or input manually is considered to include tax. Leaving it either ticked or un-ticked will affect the tax calculation.
10.Inventory: It is a drop-down list; users can search or add new items.
a.If a user creates an inventory from here, it will immediately show in the Inventory list.
b.If a user creates a second Inventory here, the Create item screen must clear all the previous field here.
c.Inventory name can be blank, but the account name could not be left blank for non-inventory item.
d. When a user is creating a quote, order or bill, the inventory drop down list will only include the inventory items with the "BUY" option ticked.
11.Description: If the description was previously added through Inventory > Purchase Information > Purchase Transaction description, it will be auto loaded by default.
a.Users still can edit descriptions manually.
b.Description column is optional, it can be left empty.
12.Account: There are three different ways to auto load the account.
a.It will auto load the saved Asset Account from the selected inventory, where "inventoried" selection was ticked in Inventory Information.
b.If "inventoried" was not ticked in the selected Inventory item, then the loaded account would be an Expenses Account assigned in Inventory Information.
c.If there is no inventory item selected, then the auto loaded account would be the Expenses Account assigned in Supplier Details > Financial Details.
13.Quantity: Quote price should be based on this quantity.
Users can input maximum 6 decimal places in this field, but no string, sign, anything other than numbers, would be accepted.
14.Unit Price: Unit Price allows a user to input maximum 6 decimal places.
When an inventory item has been selected, it will auto load the unit price pre-saved in Inventory Details in the unit price column.
Input tips: about the number input field, if a user clicks once on the field for the first time or using the tab key, the whole field will be selected; second click will lead the cursor to specific point for modifying. If the user double clicks the field, the whole field would be selected as well)
15.Tax Code: Tax codes must be selected, otherwise it will not allow a user to save the quote.
Tax codes will be auto loaded from the saved supplier’s default tax code (Purchase Supplier Details > Financial Details)
When an item has been selected, Tax code in the item’s purchase information > tax code will auto load when there is no tax code been saved in Supplier’s details. Supplier’s pre-saved tax code takes priority in the auto load sequence.
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Account Type
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Tax code
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1.Expense account type
2.Other expense account type
3.Cost of Sales
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1. GST Free Capital G10.G14 0% (Pay Tax)
2. GST Free Expenses G11.G14 0% (Pay Tax)
3. GST On Expenses G11 10% (Pay Tax) (purchase)
4. GST On Capital G10 10% (Pay Tax) (purchase)
5. Input Taxed Purchase G13 0% (Pay Tax) (purchase)
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4.Income Account Type
5.Other Income Account Type
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6.GST Free Exports G2 0% (Collect Tax)
7.GST Free Income G3 0% (Collect Tax)
8.GST on Income G1 10% (Collect Tax)
9.Input Taxed sales G4 0% (Collect Tax)
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6.Asset Account type (Bank card, Current Asset, Non-Current Asset)
7.Liability Account Type (Current Liability, Non-Current Liability)
8.Equity Account Type
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10.GST Free Capital G10.G14 0% (Pay Tax) (purchase)
11.GST Free Expenses G11.G14 0% (Pay Tax) (purchase)
12.GST On Expenses G11 10% (Pay Tax) (purchase)
13.GST On Capital G10 10% (Pay Tax) (purchase)
14.Input Taxed Purchase G13 0% (Pay Tax) (purchase)
15.GST Free Exports G2 0% (Collect Tax)
16.GST Free Income G3 0% (Collect Tax)
17.GST on Income G1 10% (Collect Tax)
18.Input Taxed sales G4 0% (Collect Tax)
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16.Amount: This column is equal to the amount of Quantity x Unit Price.
17.Subtotal: It is the sum of the above Amount excluding tax.
18.Tax: It is the sum of the total tax amount.
19.Total: It is the sum of all the data row’s total column amount
20.+: Clicking once, it will add one row in the table.
21.-: Clicking once, it will delete one row in the table.
22.Uploading File: A user can upload one related document to be attached to the invoice with no more than 2MB size. Formats such as PDF, TIF, JPG, JPEG, PNG, BMP, are accepted in Uploading Files. Once uploaded, user may download, pop up, enlarge, and unlink the uploaded document through the small buttons beside the file.
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23.Memo: This is a field where user can input any remembering point to show on the title of each transaction, which will be displayed in General Ledger list. It will display the transaction status and name of supplier or customer as default.
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Function button
1.Save: When a user clicks the Save button, it will save the quote in the database. After clicking save, this transaction will show in Purchase Transactions > Open Bills, which will then be posted to General Ledger.
2.Print: When the user clicks the print button, it will print this purchase quote.
3.Email: When the user clicks the Email button, an email screen will pop up with options to send an email.
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