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Sayl

Finance, GST & Accounting · Purchases & Expenses

Bills

Record vendor bills in Sayl Finance - read them from a PDF, pick expense accounts, pay them in full or in part and track what you owe.

Try it in the live demoFinance → Purchases & Expenses → Bills

What it is for

Bills is what the business owes its suppliers. A bill is a draft until you open it, and opening it is what posts it to the ledger and into payables.

How it works

  • You can enter a bill by hand, convert it from a purchase order, or upload a PDF, scan or photo and let Sayl read the vendor, dates, items, tax and totals into the form for you to check.
  • Every line needs an expense account. Set a default on the vendor, or for the whole bill, and the lines fill in automatically.
  • Payments can be recorded in full or in part - the bill shows Part paid until settled - or paid by printing a cheque. Debit notes reduce what you owe on an open bill.
  • A workspace can require approval before a bill is opened.

Step by step

Every screenshot is from the live demo. The highlighted button is the one to click - nothing here is saved in the demo, so you can follow along freely.

  1. 1

    Open Bills

    Finance → Purchases & Expenses → Bills. Each bill shows the vendor, date, amount and status - Open, Part paid or Paid.

    Bills - Open Bills
  2. 2

    Click New bill

    The button is at the top right (highlighted). To read a bill from a file, use Upload inside the form.

  3. 3

    Choose the vendor and enter the bill

    Pick the vendor (or add a new one on the spot), then the vendor's bill number, bill date, due date and payment terms.

    Bills - Choose the vendor and enter the bill
  4. 4

    Add items and expense accounts

    Enter each item with quantity, rate, discount and tax %, and choose its expense account. The subtotal, tax and total update as you go.

  5. 5

    Save the draft, then open it

    Click Save draft (highlighted). Opening the bill posts it to the ledger.

  6. 6

    Record the payment

    Open a bill to see its lines, payments, comments and any debit notes. Record payment settles it in full or part; Print cheque pays it by cheque; Create vendor link gives the vendor a no-login page showing the bill and what has been paid.

    Bills - Record the payment

Key fields

Vendor's bill number
Exactly as printed on the vendor's bill.
Expense account
Where the cost is booked in the ledger.
Round off
Adjusts the total to match the vendor's bill exactly.

Tips

  • Set a default expense account on each vendor so recurring suppliers post correctly with no extra clicks.