Action: Create Bill

Action: Create Bill

Bills are your supplier invoices (Accounts Payable) received for goods and services that you purchased. Bills are matched to Purchase Orders and can be pushed to your accounting software, with attachments, for future payment.

If you are recording an expense that has already been paid, such as fuel docket or a donation, we recommend you enter this data as an  Expense.

To create a Bill the specified Purchase Order must be in Issued mode.

Via Business Menu - User knows the Purchase Order number this Bill is for

Click on  Business  from the main menu, then click on  Purchase Orders . Click on the  purchase order number  hyperlink that this Bill is for. From the Receipts menu click on Create Bill .

Via Job Menu - User knows the Job this Purchase Order was assigned to
Click on     Job      from the main menu, then click on   Job Management.   Click on the blue hyperlink  job number      to open that specific Job.
1. Under Bills menu click on   Purchase Order  Click on the  purchase order number  hyperlink that this Bill is for. From the Receipts menu click on  Create Bill .  or
2. Click on  Financial   then under Bills menu click on   Purchase Order  Click on the  purchase order number  hyperlink that this Bill is for. From the Receipts menu click on  Create Bill .

Create a Bill

Both of the above navigations allow you to enter a Bill against the specified Purchase Order. You will notice that the Bill will be preloaded with the Purchase Order details, ready for processing.

  Navigation Breadcrumbs: Click on hyperlinks to jump to that screen.
B   Toggle Page Width: Click to increase or decrease the page width.
  Action Menu: Click to edit to update existing Bill.
D    Cancel Button
E     Help Icons: Click on the information icon to open page tooltip help. Click on the book icon to open page help
F    Purchase Order Header: Includes details such as dates, supplier, delivery instructions and references.
Bill Details:   Enter the Bills document date, payment due date, reference, if values include or exclude GST, any internal notes and add attachments.
   Purchase Order Items: Click on Item name or + to expand to enter quantity, price and commitment value.  See Purchase Order Item Details below for further instructions.

   Add Button: Click to Add any extra costs on this Bill. This will create a new line item and update the purchase order to reflect. See Add Item below for further instructions.
J    Bill Totals: Review to confirm Bill total and data entered equal. This value will push across to your accounting software.
   Save, Push & Cancel Buttons

Purchase Order Item Details

Once expanded, you will see the following:

  Expand/Collapse Toggle: Click on expand or collapse this Purchase Order item details.
B   Ordered: Quantity, Unit Cost and Total taken from Purchase Order.
  Received to date: Quantity of goods or services received to date. This value is the last committed quantity - see E below.
D    This Docket Value: Enter the quantity and unit cost for the items as shown on the Bill.
E     Committment Values: Enter the value you wish to commit to your billable report.
If you do not wish to on charge the cost of this item to your Customer enter Quantity = 0 and Value = $0.00

F    Edit Account Settings: Click to review the Chart of Account, Tax Rate and Department currently assigned to this item. You can edit these details here in preparation to pushing this data to your accounting software. Any changes will not update the original Purchase Order.

G   Transaction History:  Click to expand to see the history of any existing Delivery Dockets, Bills and/or Credit Notes assigned to this Purchase Order. The most recent transactions will appear at the top.

Add Item 

This feature was created to capture unknown costs associated with your purchase order such as packing and freight charges. Any data entered here will update your Purchase Order.

Click on the  Add button  to expand and add an item. Once first item is entered, click add button to continue adding lines/items.

 Purchase Order Item Details

    Field Name
     Start typing to select item code (internal part number) from Pricing Tables. By entering this code, the item's description will prepopulate.
    Free text field to enter the item's description
    Quanity of item purchased
   Unit of Measure for this item ie each, roll, m
    Unit Cost
   Cost per unit for this item
   Total value of this item
    Delete Icon
   Click delete icon to delete line
   Select how you wish to cost this item ie assign to a WBS or particular Task.

By selecting Task, QicWorks will automatically use the WBS assigned to the Task for Job Costings.

If the WBS has both Rates and Quoted financial values a toggle switch will appear for the user to select applicable rate.
  Once the WBS has been selected, QicWorks will enter the default mark up value for that WBS. Users are then able to override this value if required.
  WBS Category Dropdown
  Allocate the cost of this purchase to Purchases, Indirect or Direct Labour, Subcontractor, Equipment or Material within your Job Financial reports.
   Chart of Account
   Select applicable Chart of Account. This is used to prepopulate your Bills and Delivery Dockets. Entering a Chart of Account is mandatory to push the data to your accounting software.
   Tax Code
   Select applicable Tax Code.  This is used to prepopulate your Bills and Delivery Dockets. Entering a Tax Rate is mandatory to push the data to your accounting software.
   Prepopulated if Task has been selected, alternatively click and select Department from dropdown. Departments are used to breakdown your financial reports.

Don't forget to click  Save  to save your changes.  
QicWorks has introduced Save + New plus Push + New button options to help save time.
For more information about managing your Bills see: Bills
For more information about how to view, edit or print a copy of your Bills see: Action: Edit, View or Print Bills
For details on how to enter a Delivery Docket see: Action: Create a Delivery Docket
For details on how to enter an expense see: Expense
For more information about when to capture your purchase order values see: Cost Management

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