Bills

Bills is where you record what you owe your suppliers. Enter a bill by hand, or upload the PDF or a photo and let AI fill in the form for you. Each bill then goes through approval, is posted to your ledger, and is cleared when you record the payment.

Open it from Invoicing (AP-AR) > Accounts Payable > Bills.

Before you start

• You need permission to view bills, and to create bills to add them. Approving and paying bills each need their own permission.
• Add the vendor, or let Bokapsys create it from an uploaded bill. See Vendors.
• Your chart of accounts needs the expense accounts you want to record bills against. See Chart of accounts.

Enter a bill

On Bills, click New bill. Choose how you want to start at the top of the page.

Upload Bill + auto-fill

1. Click Upload Bill + auto-fill, then drop the bill onto the page or click Choose file. You can upload a PDF, PNG or JPG up to 25 MB.

2. Wait while the form shows Extracting…. The AI reads the vendor, the vendor’s invoice number, the dates, currency, line items, tax and the vendor’s bank details, and fills in the form.

3. Check the confidence badge. Each field the AI filled shows how sure it was, and the file shows an overall percentage. Review anything with a low score.

4. If the vendor is already in Bokapsys, it is selected for you. If not, Bokapsys offers Create vendor from extracted details? with the details it read, including any bank account. Edit them and click Create vendor, or click Skip - pick existing to choose a vendor yourself.

5. Check each line’s Expense account. The AI suggests one, and you can change it.

6. Click Save.

If the result looks wrong, click Re-extract to read the file again, or Remove to start over. The file stays attached to the bill, and you can open it later with View attachment.

Enter manually

1. Click Enter manually.

2. Pick the Vendor, and enter the Vendor invoice #, Issue date, Due date and Currency.

3. Under Line items, enter a Description, the Expense account, the Unit price, the Qty and the Tax % for each line.

4. Optionally apply a single Tax rate % to the whole bill, a Discount, or Shipping with its Shipping expense account.

5. Add Notes and Terms if you want them, then click Save.

Bills can also start from your mailbox. The Email inbox can turn a supplier invoice you received by email into a draft bill.

Duplicate warning

Before saving, Bokapsys checks for a bill from the same vendor that looks like the same one: the same vendor invoice number, or the same total on the same issue date or due date. If it finds one, Possible duplicate bill lists the matches. Click Cancel to go back, or Create anyway if it really is a separate bill.

Approve and post a bill

A new bill is saved as a draft.

1. Open the bill and click Submit for approval.

2. If an approval policy covers bills, the bill becomes Pending approval and goes to the approvers’ inboxes. Click View approval to follow it. See Approvals.

3. If no policy applies, the bill is approved straight away.

4. Once the bill is Approved, click Post to GL to write it to the ledger. If bills are set to post automatically, this happens on approval and the button does not appear.

Posting records the expense against the accounts on the bill and increases accounts payable. When several bills are waiting, use Post Now on the banner at the top of Bills to post them together. To post bills automatically, change the setting in Company Settings > Posting Config. See Posting settings.

Record a payment

When you pay a vendor, record it against the bill.

1. Open the bill and click Record payment.

2. Enter the Amount. It starts at the outstanding balance; enter less for a partial payment.

3. Enter the Method (for example ACH, wire, cheque or card) and a Reference, such as the bank reference or cheque number.

4. Tick Send remittance email to vendor to email the vendor that you have paid. This needs an email address on the vendor.

5. Click Record payment.

The payment reduces accounts payable and cash in your ledger.

Bill statuses

Status	What it means
Draft	Saved but not submitted.
Pending approval	Waiting on an approver.
Approved	Approved and ready to post and pay.
Rejected	An approver turned it down.
Partially paid	Some of the balance has been paid.
Paid	Fully paid.
Overdue	Past its due date with a balance still open.
Void	Cancelled.

Filter the list with the row of status buttons above it, such as Pending approval or Overdue, or search by bill number or vendor. Each bill also keeps an Activity history and a list of its Payments.

Related

Vendors

Approvals

AP Aging

Email inbox