Accounting

New Bills

Record a bill a vendor sent you.

Click New Bill on the Vendor Bills page to open the Create Vendor Bill form. Pick the vendor, link the file or booking, add the cost lines, check the total and save.

Open in Info-X

The screen

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What each number means

  1. 1
    Create Vendor Bill

    The form for recording a bill a vendor sent you.

  2. 2
    DRAFT tag

    The bill is still a draft until you save and post it.

  3. 3
    Back

    Leaves without saving.

  4. 4
    Tech Guide

    Opens a guide to how this screen works.

  5. 5
    Save Bill

    Saves the bill. Fields with * must be filled first.

  6. 6
    All Sections

    Shows every section on one long page.

  7. 7
    Tabs

    Shows one section at a time as tabs.

  8. 8
    Bill Information

    Which vendor billed you and for which shipment.

  9. 9
    Vendor

    Required. Search for the vendor who sent the bill.

  10. 10
    Division

    Required. Which department the bill belongs to, e.g. Ocean Export.

  11. 11
    Type

    Required. Bill, or a vendor credit.

  12. 12
    File Reference Number

    Required. Your job or file number this cost belongs to.

  13. 13
    Customer PO Number

    The customer's purchase order number.

  14. 14
    Bill Number

    The vendor's bill or invoice number.

  15. 15
    Status

    Required. Draft, Posted and so on.

  16. 16
    Booking Number

    Search a booking to link this cost to the shipment.

  17. 17
    Bill Date

    The date on the vendor's bill.

  18. 18
    Due Date

    When you must pay the vendor.

  19. 19
    Origin

    Port of loading.

  20. 20
    Origin Code

    Code of the origin port.

  21. 21
    Terms

    Required. Payment terms, e.g. Due on Receipt or Net 30.

  22. 22
    Office Type

    Required. The office receiving the bill.

  23. 23
    Destination

    Port of discharge.

  24. 24
    Destination Code

    Code of the destination port.

  25. 25
    On Board Date

    Date the cargo sailed.

  26. 26
    ETA Date

    Expected arrival date.

  27. 27
    Descriptions (Vessel/Voyage)

    Vessel name and voyage on the bill.

  28. 28
    Weight (KGS)

    Cargo weight in kilograms.

  29. 29
    Measurement (CBM)

    Cargo volume in cubic metres.

  30. 30
    Profit Center

    Business unit that carries the cost, e.g. Ocean.

  31. 31
    Email

    Contact email for this bill.

  32. 32
    Charges

    The costs the vendor is charging you.

  33. 33
    Add More Charges

    Adds a charge line (charge code, quantity, rate, amount).

  34. 34
    Sub Total

    Total of all charge lines before tax.

  35. 35
    VAT

    Tax added to the charges.

  36. 36
    Total

    The amount you owe the vendor, with its currency.

  37. 37
    Notes & Messages

    Notes about the bill.

  38. 38
    Message

    A short message (up to 200 characters) stored with the bill.

  39. 39
    Memo for internal use

    Notes only your staff can see.

Hover a number to highlight its explanation. Click the screenshot to zoom.

Key areas

1

Bill Information

Vendor, division, type, file and booking numbers, dates, terms, ports, weight and email.

2

Charges

Cost lines with sub total, VAT and total.

3

Notes & Messages

A message and an internal memo.

How to use it

  1. 1On Accounting → Vendor Bills click New Bill.
  2. 2Search the Vendor and fill in the File Reference Number.
  3. 3Type the vendor's Bill Number and Bill Date.
  4. 4Check Division, Type, Terms and Office Type.
  5. 5Click Add More Charges for each cost, check the Total, then Save Bill.

Tips

  • Link a Booking Number so the cost shows in that shipment's profit and loss.
  • Enter the vendor's own bill number so it is easy to match when paying.