Bill Operations

Zoho ERP provides multiple operations that allow you to manage, share, and organize bills efficiently. These operations help you control the bill lifecycle, maintain accurate records, and customize how bills are viewed and handled. The actions you can perform on bills can be classified into:

Management Actions
List View Actions
Share Actions
Other Actions

Management Actions

The management actions let you manage the lifecycle of bills after they are created, helping you maintain accurate and up-to-date records.

Clone Bills

If you need to create a bill with details similar to an existing bill, you can clone the existing bill. Here’s how:

Go to Purchases on the left sidebar.
Hover over Bills in the Modules bar and select Bills from the dropdown.
Select the bill you want to clone.
Click the More icon in the top right corner and select Clone from the dropdown.
Make the necessary changes on the page that appears and click Save.

Void Bills

If you need to cancel a bill without deleting it from your records, you can void the bill. It’ll be available in the system, but it’ll not reflect in any of your transactions or reports. To void bills:

Go to Purchases on the left sidebar.
Hover over Bills in the Modules bar and select Bills from the dropdown.
Select the bill you want to void.
Click the More icon at the top and select Void from the dropdown.
Enter the reason for voiding the bill and click Void it.

Convert a Void Bill to a Draft

If you require a bill that was previously voided, you can convert the voided bill back to draft. Here’s how:

Go to Purchases on the left sidebar.
Hover over Bills in the Modules bar and select Bills from the dropdown.
Select the void bill you want to convert to a draft.
Click Convert to Draft at the top.
Enter the reason for converting the bill to a draft and click Convert to Draft.

Delete Bills

If a bill was created by mistake and is no longer required, you can delete the bill to remove it permanently from your records. To delete an individual bill:

Go to Purchases on the left sidebar.
Hover over Bills in the Modules bar and select Bills from the dropdown.
Select the bill you want to delete.
Click the More icon at the top and select Delete.
Click Delete to confirm your action.

You can also delete multiple bills at once. Here’s how:

Go to Purchases on the left sidebar.
Hover over Bills in the Modules bar and select Bills from the dropdown.
Select the bills you want to delete.
Click Delete at the top.
Click Delete to confirm your action.

List View Actions

The list view actions let you organize and customize how bills are displayed, making it easier to find and review the information you need.

Filter Bills

You can filter bills to view specific bills using statuses or available custom views. Here’s how:

Go to Purchases on the left sidebar.
Hover over Bills in the Modules bar and select Bills from the dropdown.
Click the filter dropdown at the top and select the required filter.

The following are the statuses of a bill in Zoho ERP:

Draft: A bill saved as draft will be in the Draft status.
Open: A bill saved as open will be in the Open status.
Pending Approval: If Approvals is enabled for the Bills module, bills submitted for approval will be in the Pending Approval status.
Overdue: A bill for which the due date for payment has crossed will be in the Overdue status.
Partially Paid: A bill for which the amount has been recorded partially will be in the Partially Paid status.
Paid: A bill for which the amount is completely paid will be in the Paid status.
Void: A marked as void (no longer valid) will be in the Void status.

Sort Bills

You can sort bills to change the order in which they appear in the list view. Here’s how:

Go to Purchases on the left sidebar.
Hover over Bills in the Modules bar and select Bills from the dropdown.
Click the column based on which you want to sort. The sorting will be in ascending or descending order, as indicated by the arrow next to the column. OR
Click the More icon in the top right corner.
Hover over Sort By and choose the option based on which you want to sort.

Customize Columns

You can choose the columns to be displayed on the Bills List page and the order in which they should be displayed by customizing the columns. Here’s how:

Go to Purchases on the left sidebar.
Hover over Bills in the Modules bar and select Bills from the dropdown.
Click the Customize Columns icon.
In the Customize Columns pop-up:
- Check the columns that you want to display and uncheck the columns you want to hide.
  Note: You’ll not be able to uncheck columns with the Lock icon next to them.
- Rearrange the order of the columns by dragging and dropping the fields.
Click Save.

Refresh List

Sometimes, other users of your organization may create new bills or modify existing ones. As a result, you may not have the latest list of bills. You can refresh the bills to get the most up-to-date list. Here’s how:

Go to Purchases on the left sidebar.
Hover over Bills in the Modules bar and select Bills from the dropdown.
Click the More icon in the top right corner and select Refresh List from the dropdown.

The share actions let you use bill information outside Zoho ERP or share it with vendors when required.

Download Bills as PDFs

To download bill as PDFs:

Go to Purchases on the left sidebar.
Hover over Bills in the Modules bar and select Bills from the dropdown.
Select the bill you want to download as a PDF.
Click PDF at the top.
Click Save in the pop-up that appears.

Print Bills

To print a bill:

Go to Purchases on the left sidebar.
Hover over Bills in the Modules bar and select Bills from the dropdown.
Select the bill you want to print.
Click the dropdown next to PDF at the top and select Print.
Click Print again in the pop-up that follows.

Export Bills

You can export bills from your organization to use them in other applications or for record-keeping purposes. Zoho ERP lets you export either all bills or only the bills with the columns currently visible on the Bills List page.

Other Actions

Other actions include additional options that support reviewing, documenting, and maintaining records in this module.

Make a Bill Recurring

If you incur the same payables from a vendor at regular intervals, you can make the bill recurring. Here’s how:

Go to Purchases on the left sidebar.
Hover over Bills in the Modules bar and select Bills from the dropdown.
Select the bill for which you want to create a recurring profile.
Click the More icon in the top right corner and select Make Recurring from the dropdown. You’ll be redirected to the New Recurring Bill page.
Enter the required details and click Save.

Create Vendor Credit For a Bill

You can create vendor credit for a bill. The credits will be applied to the entire bill value. To create vendor credit for a bill:

Go to Purchases on the left sidebar.
Hover over Bills in the Modules bar and select Bills from the dropdown.
Click the More icon and select Create Vendor Credits.
Click Proceed in the pop-up that appears. You’ll be redirected to the New Vendor Credits page.
Fill in the required details and click Save. Vendor credit will be created for the bill, and its status will be updated to Closed.

View Journal

Viewing the journal of a bill shows how the bill is recorded in your accounts, including the debit and credit entries. This helps you verify postings and ensure accounting accuracy.

To view the journal entry of a bill:

Go to Purchases on the left sidebar.
Hover over Bills in the Modules bar and select Bills from the dropdown.
Select the bill whose journal entry you want to view.
Scroll down to the Journal section on the bill’s Details page. OR Click the More icon at the top of the Bill’s Details page and select View Journal from the dropdown.

Attach Files to Bills

You can attach files to a bill using the following methods:

Attach the files on your device.
Attach files from cloud resources like Zoho Workdrive, Google Drive, Dropbox, One Drive, etc.
Attach files in the Documents module in Zoho ERP.

To attach files to a bill:

Go to Purchases on the left sidebar.
Hover over Bills in the Modules bar and select Bills from the dropdown.
Select the bill to which you want to attach files.
Click the Upload Files icon in the top right corner.
Click the dropdown next to Upload Your Files and select the preferred option.

Add Comments

You can add comments to the bills created in your organization. These comments will only be visible to other users of your organization, and it’ll not be visible to your vendors.

To add a comment to a bill:

Go to Purchases on the left sidebar.
Hover over Bills in the Modules bar and select Bills from the dropdown.
Select the bill to which you want to add comments.
Click the Comments icon in the top right corner.
Enter the comment in the text box. You can also format the message using bold, italics, and underline.
If you want to mention users in your organization, press @ and enter the user’s name or email address.
Click Add Comment. The comments added to the bill will be available in the All Comments section.