Functions in Bills

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

In this page…

Apply Credits to Bill

If you have recorded vendor credits for a particular vendor, you can apply these credits to their bills. Here’s how:

Use Credits Apply Credits

Create an Invoice for a Bill

If you have a line item in a bill that you’ve marked as billable to the customer, you can create an invoice for the bill with those billable items. Here’s how:

Create Invoice from Bill

If you had given a markup percentage for the billable item in the bill, the marked up amount will be displayed along with the rate of the line item in the invoice.

Markup Percentage

Delete Applied Credits

You can delete the credits that you have applied across the vendor’s various bills.

Delete Applied Credits

Set Expected Payment Date

You can enter an expected payment date by which you wish to make payment for your bill. Here’s how:

Expected Payment Date Expected Payment Date

You can find the expected payment date in the Comments & History section of the bill. To delete this date:

Delete Expected Payment Date

Create Vendor Credits

You can create vendor credits for any bill. When you do so, all the items in the bill will be included in the vendor credit.

To create a vendor credit:

Create Vendor Credits Create Vendor Credits New Vendor Credit

Insight: Once you create a vendor credit for the bill, it will automatically be applied to the bill, and the bill’s status will change to Paid. If the vendor credit amount exceeds the bill amount, then the entire payment for the bill will be recorded and the excess amount will be stored as the balance amount for the vendor credit.

Customize Template

You can customize the format of your bill’s PDF. Here’s how:

Customize Template

Learn more about Templates and Bill Templates.

Bill Of Entry

The Bill of Entry lets you record custom duty and other charges involved with the import of goods from vendors outside India, or from Special Economic Zones (SEZs).

A bill of entry can be created for a bill which is in the Open status.

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

Note: The Bill of Entry can be generated only for Vendors who are in SEZs or overseas.

Let’s see how a Bill of Entry works in Zoho Books.

Enable Bill Of Entry

To enable Bill of Entry, you’ll have to first enable trading with overseas customers. Here’s how you can do it:

Note: If you haven’t configured GST settings in Zoho Books, read our help document on GST Settings to learn more about it.

Create Bill Of Entry

After you have enabled overseas trading, you can create a bill of entry for any bill. Here’s how:

Insight: The GST Treatment of the vendor should be Overseas or Special Economic Zone (SEZ).

Bill of Entry Bill of Entry
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 is made. Accounts in your base currency will be listed in the dropdown.
Reference# Any reference number that you would like to link to the bill of entry.
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.

To view the Bill of Entry, select the particular bill and scroll down.

Bill of Entry

From here, you can Edit or Delete the Bill of Entry.

If you select the Bill of Entry#, you can view the detailed bill.

Bill of Entry

Landed Costs

The Landed Cost of a product is the cost incurred while bringing a product that you have purchased from your vendor into your warehouse. This cost is exclusive of the cost of goods. Few examples of landed costs include freight, shipping charges, customs and other charges that the seller may incur till they procures the goods.

Tracking the landed costs help you calculate the actual cost in receiving the product(s). This, in turn, will help you to decide the selling price for your stock without compromising your profits.

Note: This feature is available only for certain plans of Zoho Books. Visit the pricing page to check if it’s available in your current plan.

Enable Landed Costs

To enable landed costs in Zoho Books:

Enable Landed Costs

Note: You will be able to enable landed costs only if you have enabled inventory tracking for your organization. If you haven’t enabled it yet, check the I would like to enable Inventory option in the same page (Settings > Items > Items).

Allocate 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

You can allocate landed costs directly to the whole bill itself.

Landed Costs in Bills

Landed Costs can be allocated only to items for which inventory is tracked.

Step 2: Allocate Landed Costs to Items in the Bill

You can allocate landed costs to different items in a bill. There are three ways of doing this:

1) Allocate landed costs while creating a bill

Landed Costs in Bills

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

2) Allocate landed costs to an existing bill

If you have already added landed cost(s) to a bill but not yet allocated them to its items, you can choose to allocate it.

Allocate Landed Costs Allocate Landed Costs Allocate Landed Costs

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

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 such a case, you can create a separate bill with just the landed costs and apply them to your vendor’s bill. You can also apply any unused landed costs from other bills. To do this:

Allocate Landed Costs Allocate Landed Costs

Next >
Manage Bills


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