Recording Supplier Bills

When a supplier's invoice arrives, you record it in TransMaS as a Bill and match it against your purchase orders. That closes the loop on the money you committed when the PO was raised - and, if set up, sends the bill straight into your accounts package.

Where bills live

Go to Accounts > Bills in the sidebar. The header has All, Open and Closed views - Open bills are still being put together, Closed bills have been confirmed and locked. The list covers the last year and shows each bill's date, reference, supplier, how many lines it has, the allocated value and the total.

Recording a bill

Click New Bill.
Choose the Supplier.
Enter the Invoice Number - the supplier's own invoice number, which becomes the bill's reference. If a bill for that supplier and number already exists, you are warned before a duplicate is created.
Enter the Invoice Total and the invoice Date.
Optionally drop the supplier's PDF invoice into the Document box - you can view or replace it later from the bill.
Click Create.

What happens next

The Due Date is worked out for you from the supplier's payment terms (or your company's standard purchase terms).
You are offered the new bill straight away, ready to allocate purchase orders to it.

Matching purchase orders to the bill

On the bill screen, click Add Line in the Allocated Lines card. The window has two tabs:

By Line - every unbilled PO line for this supplier, searchable by order number, description or value. Click a line to bring it on: you can adjust the quantity and unit cost to match what was actually billed, and set the Nominal Code and VAT Code. A small PDF icon against a line means the linked job has a POD you can check against.
By Order - accept a whole purchase order in one go. Only fully-unbilled orders appear here. Lines brought on this way come across without VAT or nominal codes - open each line afterwards to set them if you send bills to your accounts package.

The Allocated Total on the bill turns green when it exactly matches the Bill Total - that is your cue that everything has been accounted for.

Confirming the bill

Once the allocated lines add up to the bill total, click Confirm.

The totals must match to the penny - adjust a line, or correct the Bill Total, if the supplier's invoice differs from the PO.
If your company sends bills to an accounts package, an Upload tick box appears (ticked by default) and every line must have a nominal and VAT code - see Accounts Integration for Purchase Orders.
Confirming closes the bill: it locks, moves to the Closed view, and cannot be changed afterwards.

What it does to the purchase orders

A PO with every line now billed becomes Invoiced and moves to the Invoiced view of the Purchase Orders screen.
A PO with only some lines billed becomes Part Invoiced and stays under Open until the rest is billed.
Billed lines show a padlock on the PO and can no longer be edited - including subcontract rates on the scheduler.

Common questions

The totals will not match. Confirming needs the allocated lines to equal the bill total exactly. Adjust a line's quantity or cost to reflect what was billed, or correct the Bill Total if it was mistyped - the PO keeps its original values.
Can I change a bill after confirming it? No - confirmed bills are locked. Check the figures and codes before you confirm.
Can I record a bill without a purchase order? Bill lines come from purchase orders, so raise a PO for the cost first - see Getting Started with Purchase Orders.
Can I delete a bill? Only while it is open, and only after removing its allocated lines.
I removed a PO line from a bill - can it be billed again? Yes - it returns to the By Line list and can be allocated to another bill.