Bill Editor

The Bill Editor is where you create and edit supplier bills. Enter bill details, add line items, assign expense accounts and tax codes, and manage payment information.

Header and status

The top of the editor shows:

• Title: “New Bill” (when creating) or bill reference (when editing)
• Status: Current state (Draft, Awaiting Payment, Paid, etc.)

Action buttons

Back to Bills: Return to the Bills list without saving changes.

Save: Save the bill as a draft. You can continue editing later.

Submit for Payment: Save and mark as “Awaiting Payment” for processing.

Supplier details section

Supplier

Select Supplier: Choose the vendor who issued the bill.

• Click to open supplier dropdown
• Search suppliers by name
• Select existing supplier or create new

Creating a new supplier:

1. Type supplier name if not in list
2. System prompts to add new supplier
3. Enter ABN, address, and contact details
4. Supplier saved for future use

Supplier Bill Number

Text field: Enter the supplier’s invoice/bill number.

• This is the reference number from the supplier’s invoice
• Used for matching payments and supplier reconciliation
• Should be unique per supplier

Best practice: Enter exactly as shown on supplier invoice for easy lookup.

Private Notes

Text area: Internal notes visible only to your team.

• Not visible to suppliers
• Use for internal context, approval notes, or payment instructions
• Disabled until bill is first saved

Bill details section

Link to PO

Dropdown: Connect this bill to a purchase order.

• None: No linked PO (default for direct bill entry)
• Select PO: Choose from existing purchase orders

When to link to PO:

• Converting received goods/services to payable bill
• Matching invoice to previously approved PO
• Tracking PO-to-bill workflow

After linking:

• PO line items pre-populate the bill
• Adjust quantities to match actual receipt
• Update prices if different from PO estimate

Bill Date

Date picker: The date the supplier issued the invoice.

• Defaults to current date
• Click to open calendar
• Select date from supplier invoice
• Important for accounting period and GST reporting

Due Date

Date picker: Payment deadline.

• When payment must be made to avoid late fees
• Used for cash flow planning and overdue tracking
• Calculated from Bill Date + supplier payment terms (if configured)
• Can be manually overridden

Attachments

Add files: Upload supporting documents.

• PDF of supplier invoice
• Delivery receipts
• Contract documents
• Correspondence

Supported formats: PDF, images (PNG, JPG), common document types.

Summary panel

The right panel shows running totals:

Subtotal

Sum of all line item amounts (before GST).

GST 10%

Total GST amount calculated from line items.

• Automatically calculated based on tax codes
• Updates as you add/edit line items

Total

Final bill amount including GST.

Total AUD including GST

Confirms total in Australian Dollars.

Line items table

The main section for entering bill line items.

Table columns

Adding line items

Two buttons below the table:

Purchase Item: Add a standard line item with account and tax coding.

Text Item: Add a description-only line (no financial value, for notes).

Editing line items

Description field

Two-part input:

• Code: Item code (optional, for your internal tracking)
• Product/Service name: Brief item name
• Description: Full details of what was purchased

Account/Tax

Account dropdown: Select the expense account.

• Chart of accounts from your setup
• Examples: General Expenses, Office Supplies, Professional Services
• Determines where cost appears in reports

Tax dropdown: Select GST tax code.

Selecting correct tax code:

1. Check supplier invoice for GST amount
2. If GST shown → use “GST 10%”
3. If no GST → use “GST-FREE” or “EXEMPT”
4. Ask supplier if unsure

Unit Cost

Amount field: Price per unit before GST.

• Enter base price
• System calculates GST based on tax code
• “inc” suffix shows inclusive amount for reference

Quantity

Number field: How many units purchased.

• Defaults to 1
• Adjust for multiple items
• Can be decimal (e.g., 2.5 hours)

Line total

Automatically calculated: Unit Cost × Quantity.

Row controls

Each line item row has action buttons:

• Add section below (+): Insert new line after this one
• Move up (↑): Reorder line earlier in list
• Move down (↓): Reorder line later in list
• Delete (×): Remove this line item

Total row

Bottom of table shows:

• Subtotal: Sum of all line items (pre-GST)
• GST: Total tax amount
• Total: Grand total including GST

Creating a bill from scratch

1. Click New Bill from Bills tab
2. Select Supplier (create new if needed)
3. Enter Supplier Bill Number
4. Set Bill Date (from supplier invoice)
5. Set Due Date (payment deadline)
6. Add attachments (PDF of supplier invoice)
7. Add line items:
   • Click Purchase Item
   • Enter description
   • Select expense account
   • Choose tax code
   • Enter unit cost and quantity
8. Review totals in summary panel
9. Click Save to create draft
10. Click Submit for Payment when ready to pay

Creating bill from purchase order

1. Click New Bill from Bills tab
2. In Link to PO dropdown, select the PO
3. System pre-fills:
   • Supplier
   • Line items (descriptions, accounts, estimated costs)
4. Adjust quantities to match actual receipt
5. Update unit costs if actual price differs from PO estimate
6. Add any additional charges not on PO
7. Review and save

Editing existing bills

When editing is allowed

Editable fields

Always editable (if status permits):

• Line items (add, remove, modify)
• Attachments
• Private notes

Restricted after submission:

• Supplier (may require void and recreate)
• Bill Date (affects accounting period)
• Major amount changes

AU-specific features

GST handling

Automatic calculation:

• System calculates GST based on tax code selection
• GST 10% = 10% of line amount
• GST-FREE/EXEMPT = $0 GST

Tax code selection:

• Review supplier invoice for GST indicators
• “Tax Invoice” label means GST applies
• Check GST amount shown on invoice

Expense account coding

Chart of accounts:

• Uses your configured chart of accounts
• Common accounts: General Expenses, Office Supplies, Rent, Utilities
• Proper coding ensures accurate financial reports

Reporting impact:

• Expense account determines P&L category
• GST code affects BAS reporting
• Both affect tax deductions

ABN considerations

• Supplier ABN stored in supplier record
• Verify before first transaction
• Required for claiming GST credits

Best practices

Timely entry

• Enter bills when received (not when due)
• Ensures accurate payables position
• Captures expenses in correct period
• Allows early payment discounts

Accurate data entry

• Supplier name: Match invoice exactly
• Bill number: Copy from invoice (for reconciliation)
• Amounts: Double-check against invoice
• Tax codes: Verify GST treatment

Documentation

• Attach PDF: Always attach supplier invoice
• Add notes: Context for approvers (if applicable)
• Reference PO: Link when converting from PO

Approval workflow

1. Create bill as Draft
2. Review all details
3. Verify line items match invoice
4. Check GST calculations
5. Submit for Payment when approved

Common workflows

Standard bill entry

1. Receive supplier invoice (email, mail, portal)
2. Open Bills tab, click New Bill
3. Select supplier (create if new)
4. Enter supplier invoice number
5. Scan/attach PDF of invoice
6. Add line items with descriptions and costs
7. Select expense accounts and tax codes
8. Set due date from invoice
9. Save as draft
10. Submit for Payment when ready

Recording a credit note

When supplier issues credit (refund/adjustment):

1. Create new bill with same supplier
2. Enter negative quantities or amounts
3. Reference original invoice
4. Total shows as negative
5. This offsets against other bills from supplier

Splitting expenses

For bills covering multiple expense types:

1. Add separate line item for each category
2. Use different expense accounts
3. Example: Office supplies vs equipment

Troubleshooting

Supplier not in list

1. Type supplier name
2. Select ”+ Add [name] as new supplier”
3. Enter supplier details (ABN, address)
4. Continue creating bill

Wrong expense account selected

1. Click the Account dropdown on the line item
2. Select correct account from chart
3. Amount moves to correct P&L category

GST calculation looks wrong

1. Check tax code selected (should be GST 10% for taxable items)
2. Verify unit cost is before GST (not inclusive)
3. Check supplier invoice shows GST
4. Contact supplier if invoice unclear

Can’t submit for payment

• Bill must have at least one line item
• Supplier must be selected
• Bill Date must be set
• Check all required fields are filled

PO link not working

• Ensure PO is for same supplier
• PO must be in appropriate status (Sent, Partially Received)
• Check PO hasn’t already been converted

Integration with other features

Suppliers tab

• Supplier details auto-fill from supplier record
• Update supplier info in Suppliers tab
• Payment terms affect Due Date calculation

Purchase Orders

• Convert POs to bills via Link to PO
• PO line items pre-populate bill
• Adjust for actual receipt quantities

Bank

• Paid bills match against bank feed
• Reconcile payments to bill records
• Record payments made outside system

Reports

• Bills feed into expense reports
• GST amounts support BAS preparation
• Payables aging from Awaiting Payment bills

Related pages

• Bills Tab - Manage all bills and track payment status
• Suppliers - Maintain supplier database
• Purchase Orders - Create POs that convert to bills
• Settings - Configure expense accounts and defaults