How to Record Bills

Bill entries are essential for tracking your company's payables to suppliers or vendors. In QNE Optimum, the Bill Entries module under Supplier allows users to record expenses that are not directly linked to purchases of inventory (e.g., utilities, services, rentals, etc.). This ensures accurate financial reporting and expense management.

Scenario:

You received a utility bill (e.g., electricity or internet) from your service provider and need to record it in QNE Optimum as a payable item to be settled at a later date. The expense is not related to inventory purchases but must be reflected in the company’s books.

Procedure 1: Recording a Bill 

1. Go to Supplier > Bills

• Note: If the Quick Create Icon (the one inside the red box) is highlighted, clicking Bills will immediately redirect you to the new Bills entries transaction form. If the Quick Create Icon is not highlighted, you will be directed to the Bills Listing instead.

2. From there, select the New button to create a new Bills transaction.

3. Enter the necessary information:

In the header section, enter the required transaction information.

• Supplier – Select the supplier from whom the goods or services were purchased. The bill will be recorded under this supplier's account.

• Currency - Currency used for the bill transaction.

• Doc Date – Date the supplier bill is recorded or issued.

• Supplier INV #  - Invoice number issued by the supplier.

• Bill # - Unique Bill number assigned by the system.

You may also enter additional information if applicable:

• Description – Brief explanation of the bill.

• Purchaser – Employee responsible for the purchase transaction.

• Term – Payment terms agreed upon with the supplier

• Reference No - Additional reference number related to the transaction

4. Under the Details tab, enter the purchased item details:

• Acc Code – General Ledger account code where the purchase or expense will be recorded.

• Acc Desc – Description of the selected General Ledger account.

• Description – Additional explanation for the account entry or expense line.

• Reference No. – Reference number associated with the individual account entry, if applicable.

• Project - Project code assigned to the expense for project costing and reporting.

• Tax Code - Tax classification assigned to the transaction line, if applicable.

• WTax Code – Withholding tax code assigned to the transaction line, if applicable.

5. Verify the Total Amount and transaction details, then click Save.

6. Preview the Bill Voucher.

• After saving, click the Preview button to view the Bills Voucher Form.

• This can be printed or exported as needed for documentation and audit.

Procedure 2: Editing a Bill 

1. Go to Supplier > Bills, then select the Doc # of the Bill Entry that you want to update.

2. Once opened, apply necessary adjustments on the document. Click Save to implement changes.

Procedure 3: Deleting a Bill 

1. In the Bills List View, identify the document you wish to delete. Hover your cursor over the document and right-click on it. Then click Delete to remove the transaction.

2. The document will be deleted in the Bills list.

Application:

Bills can be used to:

• Maintain accurate expense reporting in the General Ledger.

• Maintain up-to-date Accounts Payable records.

• Support payment scheduling and audit trails.

This feature is especially useful for non-inventory-related payables, helping ensure your financial reports reflect current business activity.

Important Notes:

• Editing and Deleting Transactions: Editing and deletion permissions may be restricted based on system configuration, organizational policy, or applicable regulatory requirements (CAS Approval). It's vital to adhere to your company's internal policy regarding these functionalities. It is generally advisable to disable or limit the ability to edit/delete to maintain compliance with regulations.
  
  System Scope: QNE Optimum