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:

Fields Description
Vendor Name  Select the vendor whose bill you’re recording.
Source of Supply This place will be auto-selected based on the customer’s GSTIN.
Destination Of Supply Select the place where the supply is made.
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.
New Bill

Insight: Click the ellipsis (the three horizontal dots) near the item table to associate reporting tags with the items or clone the item line.

Pro Tip: You can update the reporting tags for all line items at once by clicking the Bulk Update Line Items option above the item table.

Item Details Item Details

Notes: The TCS will be calculated on the total amount including all charges and taxes.

Insight: The new TCS rates will be applicable only on the amount received after 1 October 2020. You will be required to collect TCS only if your turnover had exceeded Rs 10 crore in the last financial year and the sale of goods to a customer exceeds Rs 50 lakh in the current financial year.

Item Details

In this page, you can come across the following cases:

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

Next >
Functions in Bills


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