Basic Functions in Bills

Let us have a look at some of the basic functions that can be performed on Bills in Zoho Books.

In this page…

Create Bill

To create a new bill in Zoho Books:

New Bill
Fields Description
Vendor Name  Select the vendor whose bill you’re recording.
Bill# Enter the unique bill number.
Order Number Enter an order number for your bill.
Bill Date Enter the date on which you create the bill.
Due Date Enter the due date for bill payment.
Payment Terms Select the time frame within which you need to pay your vendor. For example, Net 15 would mean you’ll have to pay the vendor within 15 days from the date when the bill is created. When you select a payment term, the due date will be adjusted accordingly.
This transaction is applicable for domestic reverse charge You will see this option if the vendor you’ve selected has their tax treatment as ‘VAT Registered’ or ‘Non VAT Registered’.

Mark this option if you’re purchasing supplies such as hydrocarbons, crude oil, and natural gas to re-sell or distribute in other forms from a domestic supplier.

Applying domestic reverse charge on a purchase transaction will affect the values in Box #3 under VAT on Sales and all other Outputs and Box #10 under VAT on Expenses and all other Inputs in the VAT return.
Item Details Item Details

Customer Details

Customer Details

To make the item billable:

Open Purchase Orders

Add Purchase Order Details Add Purchase Order Details

If you have any open purchase orders for a particular vendor, you can choose to include them in the bill. Click the purchase order option below the Item Details, select the purchase order(s) to be included, and click Add.

View Journal

After you have recorded a bill, a corresponding journal will be created for it.

To view the journal:

Display Journal

Record Payment

You can choose record the payments you’ve made towards your bills either individually or in bulk.

Record Individual Payment

You can manually record payment for a bill. Here’s how:

Manual Payments  

Record Manual Payments  

Fields Description
Payments Made Enter the amount to pay the vendor. By default, the total amount is auto-populated. You can also choose to pay a part of the payment.
Tax Deducted Mark this box if there is any tax deducted while making payment to the vendor. Enter the Amount Withheld and the Tax Account which tracks this tax.
Payment Date Enter the date you make the bill payment.
Payment Mode Choose from the different payment modes or configure one of your own.
Paid Through Choose the account which tracks this payment.

Record Bulk Payments

Filter and record payments you’ve made towards various bills at once using bulk payments. You can record payments made to the same vendor or multiple vendors. Here’s how you can:

Filter Record Bulk Payments Bulk Payments

View Recorded Payments

You can view all the payments that you have recorded for a bill. Here’s how:

Payments Made Actions

From here, you can hover over the payment and click the Edit or Delete icon to perform the desired action.

Import Bills

If you already have a list of all the bill of your vendors, you can import them into Zoho Books in the CSVTSV or XLS format.

To know the format of the import, i.e. the columns and data to be included in the import file, you can download the sample import file which we’ll be looking at in the steps below.

Import Bills

Insight: The file size cannot be more than 1 MB.

Insight: Character Encoding is used to pair numbers with characters. By default, the Unicode Transformation Format (UTF-8) encoding is used which supports a wide range of characters that go beyond 8 bits.

Insight: The Field Delimiter is used to separate two values in a row. While importing bills, the default file delimiter is comma (,) .

Select File Map Fields

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Functions in Bills


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