Edit
In the Bills module, you can select a bill and click the Edit button to make changes.
Mark as Void
When a bill is created accidentally or the payment is not received by the vendor, it can be marked as Void. This means that the bill is invalid and will not affect the inventory or reports. However, a record of the bill will be in Zakya. Bills that are marked as void can be converted into a draft and then marked as open if required.
To mark a bill as Void
- Go to Purchases > Bills.
- Select a Bill and click More > Void.
- Enter the reason and click Void It.
To convert a void bill to draft
- In Bills module, select a Bill that is marked as void.
- Click Convert to Draft.
- Specify the reason and click Convert to Draft.
Record Payment
Payment information can be recorded once the total bill amount (balance due) is paid to the vendor.
To record payment
- In Bills module, select a Bill and click Record Payment.
- Enter the amount in Payment Made field.
- Select the Payment Date, Mode, and Paid Through from the drop-down list.
- Enter a Reference # and add Notes if required.
- Click Upload File to attach a file from Desktop or cloud.
- Click Send a Payment Made email notification checkbox and select the appropriate email address.
- Click Save.
Clone
If you want to create a bill that is similar to an existing one, it can be cloned.
To clone a bill
- In Bills module, select a Bill and click More > Clone.
- Enter the necessary information if required and click Save and Send or Save as Draft.
View Purchase Orders
All the purchase orders associated with a bill can be viewed from the details page. You can click More > View Purchase Orders or select the purchase order.
View and Filter
The list view helps you view the bills that fulfill certain conditions or parameters such as overdue, unpaid, partially paid, void, and more. You can switch between various default views or create a new one based on your requirements.
To create a custom view
- In the Bills module, select the Views drop-down list.
- Click + New Custom View.
- Enter the Name and specify the criteria.
- Hover over the fields in the Available Column and click the Add icon to view them in the List View.
- Specify who can access this view in the Share this with section.
- Click Save.
Sort Records
The purchase order can be sorted based on the following fields: Created Time, Date, Bill Number, Vendor Name, Amount, Due Date, Balance Due, and Last Modified time. To sort records, click the More icon in the Module list view and select the appropriate field.
Customizing Fields
The fields in the module can be customized based on your requirements. Apart from the default fields, custom fields can be added to the purchase orders module. A maximum of 44 custom fields can be added.
To add custom fields
- Go to Settings > Preferences > Bills.
- Select the Field Customization tab and click + New Custom Field.
- Enter the label name (field name) and specify the date type from the drop-down list.
- Specify the default value to be displayed in the field if required.
- Click Yes, if you want to the field to be mandatory.
- Click Yes if you want this field to be displayed in transactions and PDFs.
- Click Save.
