Creating Bills from Purchase Orders

When a supplier’s invoice relates to a purchase order, you can create the Accounts Payable bill straight from the PO. Evolution copies the order lines onto a new draft bill so you don’t have to re-key them, and links the bill back to the purchase order.

Two ways to bill a purchase order

From an open purchase order there are two main ways to raise a bill:

build Create Bill (Tools panel)

Raise a bill for the whole purchase order in one step. Best when the supplier has invoiced you for the complete order.

local_shipping Send received goods to AP

Bill only the goods that have actually been received. Best for part-deliveries, or when you are invoiced as stock arrives.

info Either way, Evolution creates a Draft bill and links it to the purchase order. You then review and commit it on the Bill Entry screen.

Method 1 — Create Bill from the Tools panel

Open the purchase order, then open the Tools panel using the build tools icon in the top-right of the PO. The panel’s Billing section lists every bill already raised against this purchase order (with its number, date and status), so you can see at a glance what has been billed.

The Tools panel Billing section: the list of bills raised against this PO and the Create Bill button.

Click Create Bill. Evolution raises a new draft bill containing every active line from the purchase order — item, description, quantity, cost and tax — posted to each item’s purchase account. The new bill appears in the Billing list with a link to open it.

lightbulb Use this method when you are billing the entire purchase order at once.

Method 2 — Send received goods to AP

If you only want to bill what has actually arrived, use the received goods list. On the purchase order, open the Received Goods tab. This shows the Received Goods History — every receipt recorded against the PO, with its date, item code, requisition, delivery docket (memo) and quantity.

The Received Goods tab: the receipt history with a checkbox on each line and the Send to AP Invoice button.

Tick the received lines you want to bill. Clicking a delivery docket selects every line received under that docket in one action.
Click Send to AP Invoice.

Evolution creates a draft bill for the selected receipts and opens it on the Bill Entry screen, ready for you to check and commit.

warning You must select at least one received line before sending to AP — otherwise the system will prompt you to choose one.

lightbulb Use this method for part-deliveries, or whenever you are invoiced for goods as they are received rather than for the whole order at once.

Creating a bill while receipting goods

You can also create the bill at the moment you receive stock. When you open the Receipt Incoming Goods window from a purchase order (the local_shipping receive-goods icon), tick Create a bill before confirming the receipt.

The Receipt Incoming Goods window with the “Create a bill” option ticked.

Evolution receives the goods into stock and, in the same step, creates a draft bill for them — then takes you to the Bill Entry screen to finish it.

Finishing the bill

However the bill is created, it starts as a Draft linked to the purchase order. Open it from the Billing list (or the screen it opens automatically), check the supplier invoice number, dates, accounts and tax, then commit it. See Bill Entry for a full walk-through of the bill screen and its statuses.

Support

For help configuring purchasing or Accounts Payable, please contact Evolution ERP Support.