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Purchase bills

1View or Search bills

Go to Process -> Bills

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Here you can see list of all bills. bills are categorized as Unpaid, Paid, Draft, Credit Note, Recurring and Void.

  • Unpaid: All the unpaid or partially paid bills are displayed under this tab
  • Paid: Once bill is fully paid it is displayed under Paid tab
  • Draft: bills saved as draft are displayed under Draft tab
  • Credit Note: All the credit notes are displayed under Credit Note tab
  • Recurring: This tab lists all the recurring bill templates
  • Void: bills marked as deleted are shown under Void tab

Under each tab on top of the list there are few buttons which are used to take action against selected bills.

  • Edit: To edit selected bill
  • Void: To mark selected bill as deleted
  • PDF: To create PDF copy of the selected bill
  • Copy: To create copy of the selected bill
  • Email: To email selected bill
  • Restore: To restore deleted bill

You can search bills by supplier or by bill date.

To search bills for specific supplier select that supplier in drop down and click Search.

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To search bills between specific dates enter From and To date and click Search.

You can also search bills for specific supplier by date.

2Create a bill

To create a new bill go to Process -> bills and click Create bill.

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You will see a screen below.

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Follow the steps below to create a bill.

  • Select the supplier you want to create bill for
  • Select bill date
  • Due date is by default set to 1 month after bill date which can be overridden.
  • bill number field shows the next available bill number which can be overridden as well
  • Item: Item you are selling to your supplier
  • Description: Brief description about goods or services you are selling
  • Unit Price: Price of a single unit of goods or services you are selling
  • Qty: Quantity in which you are selling goods or services
  • Nominal Code: Nominal account code under which you want to record this Purchase
  • VAT Rate: VAT rate applicable to that particular good or service
  • Once you entered above details it automatically calculates rest of the values and show in the box
  • You can also select the bank to show bank details on bill and change default bill footer text
  • Once done you can either click SAVE AS DRAFT button to save bill as draft or click SAVE AS UNPAID button to save bill as unpaid bill.
  • Click CANCEL button if you do not want to create the bill.

3Edit a bill

To edit a bill go to Process -> bills.

Select the bill you want to edit and click Edit button.

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You will see the selected bill in edit mode as below. Update the bill as required and click UPDATE button to save changes. Click Cancel button to cancel bill editing.

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4Delete a bill

In Easy we don’t physically delete bill. We mark it as deleted and store it under Void bills tab so if you have deleted any bill by mistake you can still restore it.

To Void a bill go to Process -> bills.

Select the bill you want to void and click VOID button.

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You can view all void bills under Void tab.

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5Restore a deleted bill

If you have deleted a bill in Easy by mistake don’t worry we don’t delete any bill from the system but mark them as void. you can find all void bills under Void tab.

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To restore deleted bill select the bill you want to restore and click Restore button.

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Once bill is restored you can view it under Unpaid tab.

6Copy bill to create new bill

Copy existing bills to create new one to save time.

Go to Process -> bills.

Select the bill you want to copy and click COPY button.

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This will copy the selected bill with new bill number.

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Click SAVE to save this new bill or click Cancel if you do not want to create this bill.

7View bill details

To view bill details go to Process -> bills.

Click on bill number as shown below.

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This will open a bill detail page as show below.

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  • From this screen you can Edit or Delete bill, create bill PDF and send bill in email.
  • To upload attachment to the bill enter the title, select the file to attach and click Upload.
  • You can also make quick payment of bill and add notes to the bill.
  • Click GO BACK button to go back to bill list.

8Attach documents to bill

To attach documents to bill go to Process -> bills.

Click the bill number to which you want to attach document.

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You will see screen below.

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Go to upload Attachment section on this page.

Enter the title of the attachment, select the document to attach and click Upload.

Once uploaded document will be shown under Upload Attachment section.

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You can click X sign to remove the attached document.

9Record payment made for the bill

To record a payment made for any particular bill go to Process -> bills.

Click the bill number of the bill for which payment is made.

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Under Quick Payment section enter the necessary details and click Submit button to record quick payment.

Once the payment made you can see it under payment history section.

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10Write notes for a bill

Go to Process -> bills.

Click the bill number for which you want to add notes.

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This will open this bill for viewing. Scroll down to the Note section.

Enter the note in the area given and click SAVE NOTE button.

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11Create recurring bill

Go to Process -> bills.

Click Create Recurring bill button.

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Fill in the required details in screen below and click SAVE to create recurring bill.

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  • Frequency: how frequently you want to create bill.
  • Create bill As: Select if you want to create new bill as Approved or Draft.
  • Occurences: Define how many bills should be created on defined interval. So if you say 5 occurrences and Frequency as weekly that means upto 5 weeks on defined date bill will be created. From 6th week it will not create bill.
  • Create Paymnet on recurrence: If you tick this box then each bill created through this template will be marked as paid and a money out entry will be created in selected bank.

Click CANCEL if you do not want to create recurring bill.

Once saved you can view the recurring bill under Recurring tab.

12Edit/Delete/Copy recurring bill

To edit, delete or copy a recurring bill go to Process -> bills.

Select Recurring tab.

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Select the recurring bill you want to edit/delete or copy and click Edit/Void or Copy button.

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