1. Add a new bill

To add a new bill:

  1. Select Accounts from the sidebar menu.
  2. Select Purchases from the drop-down menu.
  3. Select Add and then select Bill from the drop-down menu.

   4. Complete the  contact details.   There are mandatory fields.

When you select a contact, the address field will complete automatically.
Then enter further details about the bill:

  • To add an additional item select Add Item.
  • To delete an item, select X in the right hand column next to the item you want to delete.

5. Select Save.

After you’ve saved the bill, the bill’s view page will appear. You’ll also find the bill entry under the Bills tab, from where you can manage all your existing bills.

2. View a Bill

To view a bill:

  1. Select Accounts from the sidebar menu.
  2. Select Purchases from the drop-down menu.
  3. Select the bill name you’d like to view from the list in the Document No. column. Here you’ll find all the bill details as well as corresponding payments, notes and files. 

Bill Information tab

The Bill Information tab shows the detailed invoice information, including the payee’s name, the account type, quantity, unit cost, VAT rate, VAT total, and total amount. From here you can edit an invoice, add payments, and save the details in .pdf format.

3. Edit a Bill

3.1 To edit a bill:

  1. Select Accounts from the sidebar menu.
  2. Select Purchases from the drop-down menu.
  3. Select the bill name you’d like to view or edit from the list in the Document No. column. Select the bill you’d like to edit.

Select Edit in the Bill Information tab. You can edit a bill only before it has been paid.

   3. When you’ve finished editing, select Save.

3.2. Add a note to a bill

To add a note to a bill:

  1. Select Accounts from the sidebar menu then select Purchases from the drop-down menu.
  2. Select the name of the bill you’d like to add a note to from the list in the Document No. column.
  3. Select the Notes tab. Click into the notes text box and write your notes. When you’ve finished, select Add Note.You can write as many notes as you like. You can also edit notes, too.

3.3 Add a file to a bill:

  1. Select Accounts from the sidebar menu then select Purchases from the drop-down menu.
  2. Select the name of the bill you’d like to add a file to from the list in the Document No. column.
  3. Select the Files tab and then select Upload File. Select the file you’d like to upload.

The file formats you can use are: .pdf, .xls, .txt, .png, .gif, .doc, .docx, .jpg, .jpeg, .ods, .xlsx, .csv

The maximum file size is 15 Mb (2 Mb kb).

4. Copy a bill:

To copy a bill:

  1. Select Accounts from the sidebar menu.
  2. Select Purchases from the drop-down menu.
  3. Select the bill name from the list in the Document No. column. 
  4. Select Actions and then select Copy from the drop-down menu.

Please Note: You can only copy a bill that doesn’t yet have any associated payments, notes and files.

5. Save a Bill in .pdf format

To save a bill in .pdf format:

  1. Select Accounts from the sidebar menu.
  2. Select Purchases from the drop-down menu.
  3. Select the bill name from the list in the Document No. column. 
  4. In the Bill Information tab, select PDF.

 hAIbooks will open a .pdf file of the selected bill in a new browser window.

6. Archive a Bill

To archive a bill:

  1. Select Accounts from the sidebar menu.
  2. Select Purchases from the drop-down menu.
  3. Select the bill name from the list in the Document No. column. 
  4. Select Actions and then select Archive from the drop-down menu.

You can view archived bills under the Archived Bills tab in the Purchases section.

Please Note: You can only archive a bill if it has no payments allocated to it.

7. Delete a Bill

To delete a bill: 

  1. Select Accounts from the sidebar menu.
  2. Select Purchases from the drop-down menu.
  3. Select the bill name from the list in the Document No. column. 
  4. Select Actions and then select Delete from the drop-down menu.
  5. Confirm your action by selecting the Delete button on the pop-out box.

It’s only possible to delete a bill if:

  • There are no payments allocated to it.
  • The date of the bill doesn’t fall within a locked period.
  • The bill hasn’t already been included in a submitted VAT Return.

Did this answer your question?