Bills Tab

The Bills tab is your central workspace for managing supplier bills. View all bills, track payment status, monitor amounts owed, and take action on overdue items.

Overview cards

At the top of the page, summary cards show your current payables position:

Awaiting Payment

• Amount: Total of all bills marked “Awaiting Payment”
• Purpose: Bills approved and scheduled for payment
• Action: These bills need to be paid by their due dates

Paid This Month

• Amount: Total bill payments made in the current month
• Count: Number of bills paid
• Purpose: Track monthly outflows

Overdue Bills

• Amount: Total of bills past their due date
• Purpose: Immediate attention required
• Action: Prioritize these payments

The bills list

List columns

Row actions

Click any bill row to open the Bill Editor where you can:

• View full bill details
• Edit line items and amounts
• Update payment status
• Record payments
• Add notes or attachments

Status filter

Filter bills by their current state:

• All: Every bill in the system
• Draft: Bills created but not approved
• Awaiting Payment: Approved bills ready for payment
• Paid: Fully paid bills
• Overdue: Bills past their due date
• Voided: Cancelled bills

Using the status filter

1. Click the Status dropdown
2. Select the desired state
3. The list updates to show only matching bills

Use case examples:

• Check “Awaiting Payment” to see what needs paying this week
• Review “Overdue” to identify urgent payments
• View “Draft” to find bills pending approval

Date filter

Filter bills by date range:

Filter by date button: Opens date range selector

• Preset ranges: Today, This Week, This Month, This Quarter, This Year
• Custom range: Select specific start and end dates
• Clear filter: Remove date restrictions

When to use date filters

• Month-end: Review bills from the current period
• Quarterly BAS: Filter to find GST-related bills
• Year-end: Prepare for tax reporting
• Supplier reconciliation: Find bills for a specific date range

Search

The search box filters bills by:

• Supplier name
• Reference number
• Line item descriptions

Search tips

• Enter partial supplier names: “ABC” finds “ABC Supplies”
• Search by invoice number: “INV-1234”
• Search for specific items: “stationery”

Bulk actions

Select multiple bills using checkboxes for bulk operations:

Select All

Click the checkbox in the table header to select all visible bills.

Individual selection

Click checkboxes on specific rows to select particular bills.

Available bulk actions

When bills are selected, bulk action buttons appear (depending on status):

• Approve: Move Draft bills to Awaiting Payment
• Pay X Bills: Create a batch payment for selected Awaiting Payment bills — pay multiple bills at once, optionally download an ABA file, and send grouped remittance advice
• Void Bills: Void selected bills
• Export: Download selected bills as CSV

Bill status indicators

Visual status badges

Each bill displays a status badge:

Amount display

• Positive amounts: Normal black text
• Negative amounts: Credit notes or adjustments (shown in red)

Creating new bills

New Bill button

Click the New Bill button to create a bill:

Options:

• Blank Bill: Create from scratch
• From Purchase Order: Convert an existing PO to a bill

From Purchase Order workflow

When creating from a PO:

1. Select the PO from the list
2. System pre-fills:
   • Supplier
   • Line items
   • Quantities
   • Expected prices
3. Adjust actual received quantities
4. Update final prices if different from PO
5. Save as bill

Managing overdue bills

Identifying overdue items

Overdue bills are highlighted with:

• Red “Overdue” status badge
• Due date in the past
• Amount in “Due” column

Actions on overdue bills

1. Click the bill to open in editor
2. Review payment details: Confirm amount and due date
3. Record payment: If already paid, update status
4. Contact supplier: If disputing or negotiating
5. Prioritize payment: Based on supplier terms and cash flow

Payment planning workflow

Weekly payables review

1. Set filter to “Awaiting Payment”
2. Review due dates
3. Sort by Due Date column (oldest first)
4. Identify bills due this week
5. Plan payment schedule based on cash flow

Due date sorting

Click the Due Date column header to sort:

• Ascending: Soonest due dates first (default for payment planning)
• Descending: Latest due dates first

Supplier reconciliation

Finding supplier bills

1. Use the search box with supplier name
2. Or filter by date range for a period
3. Review all bills from that supplier

Checking for discrepancies

Compare your records against supplier statements:

1. Search for supplier
2. Verify all bills are recorded
3. Check amounts match supplier invoices
4. Confirm payment status

AU-specific considerations

GST tracking

• Review GST amounts in the Total column
• Ensure tax codes are correct for BAS reporting
• Credit notes (negative amounts) affect GST claims

ABN verification

• Supplier ABN should be recorded
• Verify on first transaction
• Update if supplier details change

Payment timing for BAS

• Bills entered before month-end affect that period’s GST
• Plan data entry timing around BAS lodgment dates
• Accrual accounting: bills are expenses when received, not when paid

Integration with other tabs

Purchase Orders tab

• Bills often originate from POs
• Check PO status before creating bills
• Use “From Purchase Order” option when converting

Suppliers tab

• Click supplier name to view supplier details
• See all bills from a supplier in one place
• Review supplier payment terms

Bank module

• Paid bills reconcile against bank feed
• Match bank transactions to bill payments
• Verify payment amounts

Best practices

Daily processing

• Enter bills on the day received
• Don’t let bills accumulate
• Scan and attach supplier invoices

Weekly review

• Review “Awaiting Payment” every Monday
• Plan payment schedule for the week
• Identify upcoming due dates

Monthly reconciliation

• Reconcile supplier statements
• Check for missing bills
• Verify GST coding
• Archive paid bills (optional)

Avoid common issues

• Don’t duplicate bills: Search before entering
• Check reference numbers: Ensure unique per supplier
• Verify amounts: Supplier errors do happen
• Record credits promptly: Apply credit notes when received

Troubleshooting

Can’t find a bill

• Try different search terms (supplier name, reference)
• Check “All” status filter (not just “Awaiting Payment”)
• Verify the date range (bill might be from earlier period)
• Check if accidentally voided

Overdue bill already paid

• Open the bill in editor
• Click Record Payment
• Enter payment details
• Status updates to “Paid”

Duplicate bills

• Void the duplicate (keep for audit trail)
• Do not delete - voiding maintains records
• Update reference to note “duplicate of [original]“

Wrong supplier selected

• Open bill in editor
• Change supplier in “From” field
• Review line items (supplier-specific items may need updating)
• Save changes

Related pages

• Bill Editor - Create and edit individual bills
• Batch Payments - Pay multiple bills at once with ABA file download
• Suppliers - Manage supplier database
• Purchase Orders - Create POs that convert to bills
• Settings - Configure bill numbering and defaults