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Version: 7.0

Bills

Where to find it​

Open “Invoicing” → “Operations” → “Bills”.

For the compact phone/tablet workflow, see Mobile bills.

Purpose​

A bill is used to:

  • record receiving goods/services from a supplier;
  • calculate tax and the document total;
  • control supplier payment and debt.

A bill can be used as:

Bill list​

The list typically shows:

  • number and date;
  • partner;
  • status;
  • amount;
  • currency (if used);
  • contract (if used);
  • payment/debt indicators.

Tip: if the list has Paid/Debt columns, they are convenient for quickly controlling partial payments.

Bill card​

Main fields​

In the bill header you typically fill:

  • type;
  • date;
  • number;
  • partner;
  • contract (if used);
  • payment terms (if used);
  • note.

Payment terms​

If payment terms are used, they usually affect:

  • calculation of the planned payment date;
  • building the payment calendar;
  • determining overdue documents.

See: Settings and directories, Debt and payment calendar.

Lines​

Lines typically contain:

  • item/service;
  • quantity;
  • price;
  • tax (if used);
  • line amount.

If taxes are configured, the tax can be substituted automatically (for example, from the item/service card or from the document type).

If a default item is set on the bill type, it is automatically substituted into a new line when the item is not yet specified (similar to how the default vendor is substituted into the bill header). This speeds up entry for bill types where the same item/service is typically used.

File import with OpenAI​

If the selected bill type has a configured prompt, the bill card shows an action for importing data from a file with OpenAI.

What to prepare​

  • fill in the OpenAI API key and, if needed, create GPT configurations for model, reasoning, and additional prompt settings;
  • configure the prompt in the bill type;
  • check vendors, items, currencies, and taxes in master data in advance.

Preparation details: Settings and directories.

How to use it​

  1. Open a bill that is available for editing.
  2. Make sure the current document changes are valid. Before import, the system tries to save the bill, and if validation fails, import does not start.
  3. Start the import and select the supplier document file. If several GPT configurations exist, select the one to use. The standard scenario expects one document per file.
  4. After import, review the header and lines of the bill and adjust the result manually if needed.

What is usually filled in​

The system tries to determine from the file:

  • in the header: number, date, delivery date, payment due date, vendor, and currency;
  • in the lines: description, item/service, quantity, price, untaxed amount, and taxes.

Limitations and specifics​

  • New master data is not created automatically. OpenAI matches values only against data that already exists in the system.
  • Item matching uses code, name, reference, and barcode. Vendor matching uses code, name, and address.
  • If a value cannot be recognized or matched, the corresponding field may stay empty.
  • When importing into a bill that already contains data, the header is overwritten with values from the file, and new lines are added to existing ones. Repeated import is more convenient into a new bill or after manual line cleanup.
  • If the bill type does not have a configured prompt, the import action is hidden.
  • If the OpenAI API key is missing or the external request fails, the system shows a message and does not perform the import.

Statuses​

Typical status set:

  • Draft;
  • To pay;
  • Paid;
  • Canceled.

Statuses affect editing and printing availability.

Typical logic:

  • in Draft you can change the header and lines;
  • in To pay the document is confirmed for further actions (for example, payment registration, printing — if used). The corresponding action in the card is "Mark as Todo".
  • in Paid the bill is considered closed (action "Mark as Paid");
  • in Canceled the bill is excluded from accounting (action "Cancel").

A "Copy" action is also available to create a new Draft bill with the same header and lines.

Payment and debt​

A bill can be linked to outgoing payments. Based on matched payments the system calculates:

  • paid;
  • debt.

Quick payment from the document​

In some configurations you can create an outgoing payment directly from the bill.

Typical flow:

  1. Move the document to status “To pay”.
  2. Click “Register Payment”.
  3. Review the created outgoing payment card and save it.

The system typically:

  • substitutes the partner, company, accounts/cash registers and payment type (depending on settings);
  • sets the amount equal to the current remaining amount due;
  • immediately performs payments matching with this bill so that debt decreases.

See: Outgoing payments.

Partial payment​

If the payment does not fully cover the bill:

  • Paid increases by the matched amount;
  • Debt stays positive until full settlement.

Overpayment / advance​

If the transferred amount is greater than the bill amount, behavior depends on matching rules:

  • the overpayment can stay as a not matched part of the payment;
  • or be treated as an advance by partner/contract.

See: Payments.

See also: Debt and payment calendar.

Printing​

If print forms are enabled in your configuration, the bill can usually be printed from the document card.

Printing availability most often depends on:

  • status (for example, printing is available from “To pay”);
  • the presence of a configured print template.

See: Reports and printing, Settings and directories.