Bills

What is a bill?

When your vendor supplies goods/services to you on credit, you’re sent an invoice that details the amount of money you owe him. You can record this as a bill in Zoho Books and track it until it’s paid.

Creating a bill

To create a bill in Zoho Books:

Create Bill

To create pre GST transaction(transactions dated before 1st July 2017), click the dropdown adjacent to the + New button and select Create Bills (Pre GST)

Creating a bill

Note:

From Purchase Order

A purchase order that is in the open status can be converted to a bill by opening it and selecting the option Convert to bill. All the details such as the vendor name and items list will be autofilled.

Creating a bill from purchase order

Recurring Bill

A recurring bill represents money owed to a vendor on a periodic basis, and recording it can be automated in Zoho Books. An example of such a bill would be the monthly charges you owe your internet vendor.

To create and automate a recurring bill,

You can also make an existing bill recurring by clicking on it and selecting More -> Make recurring. Enter the required information and hit Save.

Creating a recurring bill

Bill Payments

Recording from bill

You can record a bill payment by opening the bill and selecting the option Record Payment. You’re required to fill in the details of the payment, such as the amount and date etc. Once you save the payment, the status of the bill changes to Paid or Partially paid accordingly.

Recording a bill payment

Applying vendor credits

You can create and apply a credit you’ve received from a particular vendor on a bill that is in his/her name. The credit amount you’re owed is subtracted from the bill amount accordingly.

Learn how to do this.

Make online payments through ICICI Bank

Zoho Books now lets you make online payments to your vendors via ICICI Bank in India. This facility will allow you to make vendor payments directly from within Zoho Books by integrating your ICICI Bank account.

Connect your ICICI Bank account, add vendor’s bank account details and make quick payments when a bill is received and settle dues on the go. To make payments:

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Fields Description
Balance Due The total sum of money due for payment.
Amount Enter the Amount you would like to pay. You can choose to make complete or partial payments towards the bill.
From Account Select the From Account from the list of bank accounts linked to Zoho Books from the dropdown.
You can also make it your primary account to make payments by checking the Make this primary option.
To Account Select the account to which you would like to make the payment. 
Transaction Type Select the Transaction Type from the available fund transfer options.The modes of fund transfer available are ICICI Fund Transfer / IMPS /RTGS and NEFT.

Learn more about the ICICI Bank integration.

Bill Of Entry

Bill of entry lets you record custom duty and other charges involved with the import of goods from vendors outside India or from SEZs(special economic zones). A bill of entry can be created for a bill which is in the Open status.

A bill of entry will reflect on your GSTR-3B and GSTR-2 return. This will update the GSTN with custom duty and other charges that you had incurred during the import of your goods.

Note: Bill of entry can be generated only for Vendors who are in SEZ or overseas.

Enabling Bill Of Entry:
In order to create bill of entry in Zoho Books you will have to enable Do you want to enable overseas trading option under GST settings. Follow the below mentioned steps to get started.

Note: If you haven’t configured GST settings in Zoho Books, click here.

To create a bill of entry, follow the below mentioned steps:

Fields Description
Bill of Entry# The bill of entry number is the unique ID for a bill of entry created.
Port Code Provide the custom Port code for the transaction.
Date Date on which the bill of entry is generated.
Paid Through The account from which the payment was made. Accounts in your base currency will be listed in the dropdown.
Reference# Any number that you would like to link to the bill of entry for reference purpose.
Assessable Value The amount for a line item will be fetched from the bill, you can add additional charges like landing charges (if any) to this field.
Custom Duty + Additional Charges You can record charges like custom duty, education cess and higher education cess involved with that transaction.
Taxable Amount Taxable amount includes Assessable Value + Custom Duty + Additional Charges.
Tax Select the tax group with all the taxes associated to that transaction.

Landed Costs

Landed cost of a product is the total cost involved in bringing a product to the seller’s warehouse apart from the cost of goods. This is usually the freight, shipping charges, customs and other charges that the seller may incur till he procures the goods.

Tracking the landed costs help us to calculate the exact amount spent on getting the product to your hands. This, in turn, helps you to decide the selling price for your stock without compromising your profits. 

Enabling Landed Costs 

To track landed costs, you must enable landed costs for your organization.

Enable Landed Costs

Note: You will be able to enable landed costs only if you have enabled inventory tracking for your organization. To enable it, please check I would like to enable Inventory (Settings → Preferences → Items → Inventory).

Allocating Landed Costs 

Once you have enabled Landed Costs for your organization, you will be able to add and allocate them to the items in your bills.

Step 1: Adding Landed Costs to Bills

Add Landed Costs

Step 2: Allocating Landed Costs to Items in the Bill

Once you have added the landed costs to a bill, you will be able to allocate them to the bill items proportionately. There are three ways to do this:

1) Allocating landed costs while creating a bill:

Allocate Landed Costs-1

Note: You can also choose not to allocate any landed costs to that particular bill and allocate them to other bills. 

2) Allocating the landed costs to an existing bill:

Allocate Landed Costs-2

Allocate Landed Costs Popup

Note: You can also edit bills created earlier to add landed costs to them and allocate it.

3) Allocating Landed Costs to a Bill of Entry:

Allocate Landed Costs-3

Allocating Landed Costs from One Bill to Another

There may be cases where your vendor does not offer any shipping for the product and you get it shipped by another shipping agency, in that case, you can create a separate bill with just the landed costs and apply them to another bill. You can also apply any unused landed costs from other bills. To do this:

Allocate Landed Costs to another bill

Associate Customers and Projects

You will be able to add details of your customers and their associated projects to your bills. You can also mark them as billable if you purchase it for a customer. This will help you to create invoices quickly for your customer. Here is a scenario to explain this better:

John runs a TV service center and is asked to repair a customer’s TV. This might require him to purchase some spare parts from his vendor. When he records the bill in Zoho Books, he can associate the customer and mark it as billable. When John raises an invoice for the customer, the unbilled items are prompted so he can add it to his invoice. Or, he will also be able to create an invoice directly from the bill and send it to his customer. 

To do this:

Bill Status

The status of your bills can be viewed from the Bills tab drop down as shown below,

Other Options

Payments Made

The payments you make on your bills in Zoho Books can be viewed under the Payments Made tab. You can also view the payments you’ve made by going to the Bills tab. Open a Paid bill and scroll down to view the payment details. These can also be edited or deleted from here. Clicking on the payment number # directly opens the receipt in the Payments Made tab.

Payments made

Once you make an online payment or manually record one in Zoho Books, the corresponding receipt will be displayed in the Payments Made tab.

Custom Views

Custom Filters are specific views to list your bills, based on your criteria.

For example, out of all your bills in Zoho Books, you might want to view those bills that are greater than $2000.

With Custom Views, you can simply create this filter. All you have to do is set criteria and later use it to classify data.

You can find an example GIF image to understand how custom views work.

Custom view of invoices

To create a Custom View:

Your new custom field will now be listed under Created By Me, in the dropdown.

Note: Custom views can be created for both Bills and Recurring Bills.

Stay on top your payables with online billing management software.


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