Purchase Bills
Let’s talk about Purchase Bills! A bill is your official accounting record that shows a financial obligation to a vendor. Think of it this way: a Purchase Order represents your plan to buy something, while a Bill represents the actual debt you now owe. When you create a bill, Sevenledger automatically updates your Accounts Payable ledger for you. It’s magic!
Anatomy of a Bill
When you open a specific bill (like BI-1-81/82), you’ll see a complete, easy-to-read breakdown of everything related to that transaction.
Header Details
- Vendor: The supplier who sent you the bill (e.g., I-Verse Engineering Firm).
- Dates:
- Bill Date: The day the bill was officially issued (fun fact: we fully support Nepali date formats like
2082-02-07!). - Due Date: The deadline for your payment. If today’s date passes this milestone, the bill status will helpfully change to Overdue, so you never lose track.
- Bill Date: The day the bill was officially issued (fun fact: we fully support Nepali date formats like
- References: Your internal Bill ID (
BI-1-81/82) and any external Reference Number your vendor provided.
Item Table
This handy section lists all the specific products or services you’re being billed for, including:
- Item Name & SKU (e.g.,
KT-R-3L). - Quantity, Rate, and Discount.
- Tax: The exact tax rule applied (e.g., VAT 13%).
Bill Status Lifecycle
Check the top right corner! The status bar is your quick visual cue for the financial state of the bill:
- Draft: You’re still working on this bill—it hasn’t hit your official ledger yet. Take your time!
- Open: The bill is finalized and just waiting to be paid.
- Partially Paid: You’ve paid a portion of the total amount, but there’s still a balance left (Highlighted in Blue).
- Paid: Congratulations, the full amount is settled! (Highlighted in Green).
- Overdue: The due date has slipped by without full payment. Let’s get this sorted! (Highlighted in Red).
- Void: The bill was cancelled altogether.
Managing Payments & Credits (Sidebar)
Look to the right side of your screen! This sidebar is your best friend for settling debts and managing any returns directly from the bill view.
1. Recording Payments
You can record payments in two convenient ways:
- Top Action Bar: Just click the Record Payment button right next to the Print icon.
- Sidebar Quick Action:
- Pay All: Clicking this instantly kicks off the full payment workflow for your remaining balance (e.g., “Rs 34,82,459.65 to Pay”). Quick and easy!
Once you log a payment, it’ll pop right into the Payments list in the sidebar with a unique ID (like PM-95-82/83). Want to see more? Just click the vertical dots to view or edit the details.
2. Vendor Credits (Returns)
Sometimes things don’t work out. If you need to return items or get a refund/credit from a vendor, the Vendor Credits section in the sidebar has your back.
- Credit All: Automatically generates a Vendor Credit Note for the full value of all the items on the bill.
- Manual: Lets you hand-pick specific items to credit (perfect for partial returns).
- Applied Credits: If you already have existing credits floating around with this vendor, you can apply them right here to quickly knock down the bill amount.
Other Handy Actions
- Clone: Love this bill? Duplicate it to create a brand new one with all the exact same details.
- Print: Need a hard copy? Generate a physical or PDF copy of the bill for your records.