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Create manual bills

Open: Project Accounting > Billing > Enter New Bill.

1. Select the customer by choosing their account reference number, short name or postcode in the Account selection area.
2. If you have a customer reference for the bill, enter it in the Customer ref box.

3. To add a line or a comment to the bill, click Add.

   The Details tab displays the billing totals and project analysis details.

4. Enter a description for the bill line.

   If the bill line is a comment, tick Comment line only and enter the comment in the Item line Description box.

   If you do not want to display the comment on the customer's bill, clear the Show on customer documents setting.

5. Enter the values for the bill line.

   You can enter these details in the Bill line totals or select the costs to bill from the Selected Costs tab:

   Enter the bill line totals

   Item Quantity Unit Price Unit of Measure	Enter the required values. Note: If the selected items on the bill line have the same price and unit of measure, the quantity displayed will be the total of all the items. If the items in the line have different prices and/or units of measure, the quantity will be set to 1 and the unit of measure will be set to not applicable.
   Unit Discount %. Unit Discount.	Enter the required discount as a value of a percentage.
   Tax Rate.	Choose the required tax rate

   Select costs or refund items for the bill

   Add costs items to a bill

   1. Click Add Costs.

      The Select Costs To Bill window displays the list of outstanding costs that can be billed, for the selected project and customer.

      For some projects, a large number of costs may be displayed in the list. See how to find the costs that you require:

      • To show costs relating to items or levels in the project structure, click Show Project Structure.

        Select the level or item in the structure to display only the costs relating to that area.

      • Use the Costs Criteria to filter the list.

        To display only those items relating to a specific project item type (such as labour items), select it from the Project Item type list.

        To limit the date range of the items displayed in the list, select the date in the Date up to box.

      • To sort the list by a particular column (such as Project Item), click on the column heading.
   • The Tp column displays the cost type code.

     COB: Opening balance transaction.

     EXP: Expense claim.

     NLP: Nominal payment.

     NLR: Nominal receipt.

     PAC: Cost accrual.

     PCA: Cost adjustment.

     PLC: Purchase credit.

     PLI: Purchase invoice.

     STI: Stock issue.

     STR: Stock return.

     TSE: Timesheet entry.

   • The Acc/Emp/Item column displays the reference for the supplier, stock item or employee.
   2. To select a cost to add to the billing line, click on the box in the Inc column.
      • You can amend the quantity, rate or value to bill for the cost; e.g. to part bill for the cost.

      • To select or deselect all the costs displayed in the list, click Select All or Clear All.

        Note: You cannot select items that have been queried, indicted in the Qry column.

   3. To view information about a cost, select it and click View Details.

      The Transaction Details window appears.

   4. When you have finished selecting the costs to add to the billing line, click OK.

      The costs will be displayed on the Selected Costs tab of the billing line.

   Add refund items to a bill

   1. Click Add Refunds.

      The Billed Costs To Refund window displays a list of billed costs that can be refunded, for the selected project and customer.

      For some projects, a large number of costs may be displayed in the list. See how to find the costs that you require:

      • To show costs relating to items or levels in the project structure, click Show Project Structure.

        Select the level or item in the structure to display only the costs relating to that area.

      • Use the Costs Criteria to filter the list.

        To display only those items relating to a specific project item type (such as labour items), select it from the Project Item type list.

        To limit the date range of the items displayed in the list, select the date in the Date up to box.

      • To sort the list by a particular column (such as Project Item), click on the column heading.
   • The Tp column displays the cost type code.

     COB: Opening balance transaction.

     EXP: Expense claim.

     NLP: Nominal payment.

     NLR: Nominal receipt.

     PAC: Cost accrual.

     PCA: Cost adjustment.

     PLC: Purchase credit.

     PLI: Purchase invoice.

     STI: Stock issue.

     STR: Stock return.

     TSE: Timesheet entry.

   • The Acc/Emp/Item column displays the reference for the supplier, stock item or employee.

   2. To select a billed cost to refund, click on the box in the Inc column.

      To select or deselect all the costs displayed in the list, click Select All or Clear All.

      Note: You cannot select items that have been queried, indicated in the Qry column.

6. Select the Revenue item for the bill revenues.

   If the revenue item is associated with a nominal account, its nominal code is displayed. This is the nominal account that the revenue transaction for this line will be posted to. You can amend the Revenue account, if required.

7. Enter the delivery address or bill discounts on the Delivery & Invoicing tab.

   5. The Invoice address displays the address that is entered in the customer's record. The Delivery address is initially set to be the same as the invoice address (when Use invoice address is enabled).

      To use a delivery address that is different to the customer's invoice address, clear the Use invoice address box and enter the delivery address.

   6. The Early settlement discount rate that is specified in the customer's account will be applied to the bill. You can amend this rate, if required.
   7. The Bill discount rate to be applied to the bill is displayed. You can amend the rate, if required.
   8. When you have entered the delivery and invoicing details, to complete the bill, return to the Bill Details tab.
8. A number of totals for the bill are updated when you add bill lines.
   1. The Subtotals section displays the Goods total for the net value of the line(s) on the bill, before applying the bill discount displayed as the Bill discount value.

   2. The Totals section displays the Net total of the bill after applying discounts, the Tax value, and the Gross value (the sum of the net and tax values).

   Note: If the customer does not use the base currency, the Rate displays the exchange rate that will be used when converting values from the core currency to the customer's currency.

9. When you have completed entering all the bill details, click Save.

The bill number appears, and the bill is saved with a Draft status.

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