Search and filter bill records using multiple criteria including vendor information, source document IDs, and advanced filtering options.

The Bills list displays key information in columns for quick reference and sorting capabilities.

Quick actions available from the Bills list view for processing payments and managing bill records.

The selected bill record displays comprehensive information including vendor details, source document references, line items, and payment tracking.

Header Information

Line Items

There are two workflows for creating bills from purchase orders in TRUE. Choose the workflow that best fits your process.

The Bill Upload Tile allows you to drag and drop vendor invoice PDFs directly into your bill record for easy reference and documentation.

Bill reconciliation ensures that the amounts in the Detail section match the amounts in the Item section. A green checkmark appears when the bill is reconciled.

Job costing in the Bills module happens at the line-item level. Each line item on a bill must be linked to a specific contract item to ensure accurate job cost tracking. This allows TRUE to track actual costs against your budget and committed costs.

The Auto Job Costing button automatically links bill line items to contract items based on the purchase order's contract item assignments. This saves time and ensures consistency between POs and bills.

Contract items can be linked to bill line items either automatically using Auto Job Costing or manually using the gear icon on individual line items.

After bill job costing is complete, you can view how those costs appear on the contract. Job costs from bills automatically appear in contract WIP reports and budget tracking.

Partial billing is common when vendors ship and bill materials in multiple shipments. Simply delete the unbilled line items from the current bill - they remain available for future bills.

Example Scenario:

Your PO has 5 line items totaling $10,000. The vendor ships 3 items and sends an invoice for $6,000. The remaining 2 items will ship next week.

How to Handle Partial Billing:

1. Create bill from the purchase order (all 5 line items appear)
2. Upload the vendor invoice showing only 3 items
3. In the Item section, select the 2 unbilled line items
4. Click the trash icon or use Actions → Delete to remove them from this bill
5. The bill now shows only the 3 items that were actually invoiced
6. Verify bill reconciliation (Detail total matches Item total)
7. Click Auto Job Costing to update job cost allocations
8. When the second shipment arrives, create a new bill from the same PO - the remaining 2 items will be available

Sometimes vendor invoices include charges that weren't on the original PO (shipping, restocking fees, rush charges). Use the + icon to add manual line items for these charges.

1. Open the bill in the Bills module
2. Navigate to the Item section
3. Click the + icon
4. Select Manual Entry
5. Enter line item details:

• Description: What the charge is for (e.g., "Shipping", "Rush Fee")
• Quantity: Typically 1 for fees
• Unit Price: The charge amount
• GL Account: Select appropriate account (e.g., "Job Cost - Shipping")
• Contract Item: Link to the appropriate contract item for job costing

6. Click Save
7. Verify bill reconciliation after adding manual entries
8. Click Auto Job Costing to update job cost allocations

Each bill line item requires a GL (General Ledger) account assignment for proper QuickBooks integration. Select the account that matches the type of expense.

Common GL Accounts for Bills:

Job Cost Accounts:

• Job Cost - Materials: Raw materials, supplies, components
• Job Cost - Accessories: Hardware, fasteners, trim pieces
• Job Cost - Shipping: Freight, delivery charges
• Job Cost - Subcontractors: Subcontractor labor or services
• Job Cost - Equipment: Equipment rental or usage

How GL Accounts Work:

• When bill is synced to QuickBooks, each line item posts to its assigned GL account
• Job cost accounts appear in QuickBooks job costing reports
• Contract item links provide TRUE-specific job costing (more granular than GL accounts)
• Both systems work together: GL accounts for accounting, contract items for project management

Paying a bill through TRUE Accounting involves creating a disbursement transaction, posting journal entries, navigating to the Check Register, and printing the check. This process ensures proper financial tracking and maintains accurate accounts payable records.

Steps to Pay a Bill:

1. Navigate to Workflows in the upper left corner
2. Select Procurement
3. Select Bills
4. Click Advanced Filter to locate specific bills
5. Use the Source Document ID field to find the bill you want to pay
6. Select the bill record by clicking the checkbox (you can select multiple bills from different vendors)
7. Click Pay By button
8. Select Check from the payment options
9. Select the bank account you want to write the check from (e.g., Check 12 Depository)
10. Set the payment date (this is the date that will print on the check)
11. Verify the check number (TRUE automatically uses the next sequential check number)
12. Click OK to create the disbursement transaction

CRITICAL: Create and Post Journal Entries

13. Select the checkbox next to the disbursement transaction you just created
14. Click the purple Accounting button
15. Select Create Entries
16. Navigate to TRUE Accounting module
17. Go to the Unposted Journal
18. Select the journal entry you just created
19. Click Post All
20. Verify the transaction shows Posted status
21. Click the back button to return to the disbursement transaction

Print the Check

22. Navigate to the Check Register
23. Locate the unprinted check you just created
24. Select the check by clicking the checkbox
25. Click Print
26. Choose ascending or descending order (typically ascending)
27. Review the PDF preview showing your check template
28. Load check paper into your printer
29. Print the PDF on the check paper
30. The check is now marked as printed in the Check Register

Yes, you can select and pay multiple bills simultaneously, even if they are from different vendors. The system creates separate disbursement transactions and checks for each vendor.

1. Navigate to Workflows → Procurement → Bills
2. Use search or filters to locate the bills you want to pay
3. Select multiple bills by clicking their checkboxes (bills can be from different vendors)
4. Click Pay By → Check
5. Select bank account and payment date
6. Click OK to create disbursement transactions
7. Select all the disbursement transactions created
8. Click Accounting → Create Entries
9. Navigate to Unposted Journal and post all entries
10. Print all checks from the Check Register

Bill approval workflows in TRUE are optional tools that help ensure bills are reviewed before payment. Two approval levels are available: Originator Approval and Manager Approval.

Approval Workflow Options:

Scenario 1: Single Approver

• Person enters the bill and completes all details
• They select Originator Approval checkbox to indicate their review is complete
• They assign the bill to a manager using the Assign User field
• Manager reviews the bill in their "My Bills" view
• Manager selects Manager Approval to indicate final approval

Scenario 2: Entry Person + Approver

• Entry person creates bill and enters all information
• They assign the bill to the project manager who created the original PO
• Project manager reviews to verify materials, quantities, and pricing
• Project manager selects Originator Approval
• Accounting can then process payment knowing the PM has verified accuracy

Assigning a bill to a user notifies them that the bill needs their review. Assigned bills appear in the user's "My Bills" filter for easy access.

1. Open the bill record in the Bills module
2. In the Detail section, locate the Assign User field
3. Click the dropdown and select the user who should review the bill
4. Save the bill
5. The assigned user can now find this bill using the "My Bills" filter

Common Assignment Scenarios:

• Verify Pricing: Assign to the person who created the PO to verify vendor charges are correct
• Accounting Review: Assign to accounting staff for GL account verification before QuickBooks sync
• Manager Approval: Assign to department manager for budget oversight
• Payment Authorization: Assign to person authorized to approve payments over certain amounts

The "My Bills" filter shows all bills that have been assigned to you, making it easy to find bills that need your review.

1. Navigate to Workflows → Procurement → Bills
2. Click the My Bills button in the button bar
3. The list filters to show only bills assigned to your user account
4. Click any bill to open and review
5. Complete your review (verify amounts, check GL accounts, etc.)
6. Check the appropriate approval box (Originator or Manager Approval)

When you want to assign a bill to the person who created the PO (for verification), use the View Source option to access the PO and check its Activity Log.

1. Open the bill record
2. Navigate to the Item section
3. Click View Source (this navigates to the linked purchase order)
4. In the purchase order, scroll to the bottom to find the Activity Log
5. The Activity Log shows who created the PO and when
6. Navigate back to the bill
7. Use the Assign User field to assign the bill to the PO creator

Bills must be approved for sync before they can be sent to QuickBooks. Once approved, use the QuickBooks Dashboard to complete the sync process.

1. Open the bill record in the Bills module
2. Verify bill is reconciled (Detail matches Item section)
3. Verify job costing is complete (Job Costing tab shows green indicators)
4. Click Options → Approve Sync
5. Navigate to Gear icon → QuickBooks Dashboard
6. In the QuickBooks Dashboard, click the Bills tab
7. Locate your bill in the list
8. Select the bill checkbox
9. Click Sync
10. Verify sync success (green checkmark) or review any error messages

Batch syncing saves time when you have multiple bills ready for QuickBooks. Use Advanced Filter to find unapproved bills, then approve and sync them together.

Step 1: Approve Multiple Bills

1. Navigate to Workflows → Procurement → Bills
2. Click Advanced Filter
3. From the Accounting dropdown, select Unapproved
4. Click Apply Filter to show all bills not yet approved for sync
5. Use the batch select icon (top checkbox) to select all bills, or select specific bills individually
6. Click QuickBooks → Approve Sync
7. All selected bills are marked as ready for QuickBooks sync

Step 2: Sync to QuickBooks

1. Navigate to Gear icon → QuickBooks Dashboard
2. Click the Bills tab
3. All approved bills appear in the list
4. Select bills to sync (use batch checkbox or select individually)
5. Click Sync
6. Review sync results - green checkmarks indicate success, error icons show issues

QuickBooks sync errors are usually caused by illegal characters in line item descriptions or missing required fields. Review the error message to identify the issue.

Common Sync Errors:

Illegal Characters:

• Problem: QuickBooks rejects special characters like " & < > in descriptions
• Solution: Edit the line item description to remove special characters
• Prevention: Update product master data to avoid special characters in descriptions

Missing GL Account:

• Problem: Line item missing GL account assignment
• Solution: Edit line item and select appropriate GL account
• Prevention: Verify GL accounts on POs so they copy to bills automatically

How to Fix Sync Errors:

1. In the QuickBooks Dashboard, note the error message
2. Navigate back to the bill in the Bills module
3. Open the Item section
4. Edit the problematic line item (use gear icon)
5. Fix the issue (remove illegal characters, add GL account, etc.)
6. Save the bill
7. Return to QuickBooks Dashboard
8. Retry the sync - the bill should sync successfully

The QuickBooks Dashboard is the central location for managing all TRUE-to-QuickBooks synchronization. Use it to sync bills, invoices, and other financial records.

Accessing the Dashboard:

1. Click the Gear icon in the top-right corner of TRUE
2. Select QuickBooks Dashboard
3. The dashboard opens showing multiple tabs for different record types

Bills Tab Features:

• Record List: Shows all bills approved for sync
• Sync Status: Icons indicate synced (green checkmark) or error (red exclamation)
• Batch Selection: Select multiple bills to sync together
• Error Messages: Click error icons to view sync failure details
• Sync History: See when bills were last synced and by whom

Best Practices:

• Review the dashboard daily to ensure bills are syncing
• Address sync errors promptly to prevent payment delays
• Use batch sync for efficiency when processing multiple bills
• Check QuickBooks after syncing to verify records appear correctly

Tax-exempt purchasing is common for resale items or purchases from tax-exempt entities (schools, churches). Use the tax-exempt tax rate to ensure no tax is applied to the bill.

1. Create or open the bill record
2. Navigate to the Detail section
3. Locate the Tax Rate field
4. Select the tax-exempt rate (typically named "Tax Exempt" or "0% - Resale")
5. Verify the tax amount shows $0.00
6. Complete bill entry and sync to QuickBooks

When to Use Tax-Exempt:

• Resale Items: Materials purchased for resale to customers
• Wholesale Purchases: Buying from distributors with resale certificate on file
• Out-of-State Vendors: Purchases where no sales tax applies
• Tax-Exempt Entities: When your company is tax-exempt (schools, non-profits)

The Tax Paid checkbox indicates whether sales tax is included in the bill amount, which affects job costing and tax reporting.

Tax Paid CHECKED (taxes included):

• Bill amount includes sales tax already collected by vendor
• Job costing amount equals bill total (no additional tax)
• Used when vendor invoice shows tax as part of total
• Most common scenario for vendor invoices

Tax Paid UNCHECKED (use tax):

• Bill amount does NOT include tax
• Your company owes use tax directly to jurisdiction
• System calculates additional tax for job costing
• System note automatically added: "Use tax - see journal entry"
• Tax payable liability created for monthly remittance

Tax rates are configured in Company Preferences and can include multiple jurisdictions (state + county/city).

Steps to Configure Tax Rates:

1. Click Gear icon in upper right corner
2. Select Company Preferences
3. Navigate to Taxes section
4. Click Add to create new tax rate
5. Enter tax rate name (e.g., "NC Tax Rate", "MD Tax Rate")
6. Add state percentage
7. Add county or city percentages if applicable
8. Select Tax Payable Account from chart of accounts
9. Enter Remit To address for tax authority
10. Link to vendor record for tax authority
11. Click Save

Multi-Jurisdictional Example:

• State: 4.75%
• County: 2.25%
• Total Rate: 7.00%

Bills module integrates seamlessly with TRUE Accounting for complete financial tracking. When you create a disbursement transaction to pay a bill, you must create and post journal entries to ensure the payment is reflected in your financial statements.

Integration Workflow:

1. Create disbursement transaction in Bills module
2. Select the disbursement transaction checkbox
3. Click purple Accounting button
4. Select Create Entries to generate journal entry
5. Navigate to TRUE Accounting → Unposted Journal
6. Select the journal entry
7. Click Post All
8. Verify Posted status appears on the transaction

Journal entries are created from bills to post transactions to TRUE Accounting. You can create entries individually or in batch.

Journal Entry Details Include:

• Source Document: Vendor invoice number from TRUE
• Vendor: Links to vendor record
• Sales Tax: Tax payable amounts by jurisdiction
• Debits: Expense or inventory GL accounts
• Credit: Accounts payable to vendor

After creating disbursement transactions and posting journal entries, print checks from the Check Register using standard check paper.

1. Navigate to the Check Register
2. Locate unprinted checks in the register
3. Select checks by clicking checkboxes
4. Click Print button
5. Choose check printing order (ascending or descending)
6. Review the PDF preview showing your pre-designed check template
7. Load check paper into printer
8. Print the PDF onto the check paper
9. Checks are automatically marked as printed in the Check Register

Access to the Bills module is controlled by user permissions. If you cannot see or access this module:

1. Contact your system administrator
2. Request the Module Access (Bills) permission (ID #358)
3. Once granted, you'll find the module in Workflows → Procurement → Bills

The ability to delete bills requires a specific security permission. If you cannot delete bills:

1. Contact your system administrator
2. Request the Delete Bills permission (ID #758)
3. This permission is found in the Bills section of user access settings

Additional Permission:

• Delete Items (Bills) (ID #762) - Required to delete individual line items within a bill without deleting the entire bill record

Bill approval workflows are controlled by two separate security permissions. Users need the appropriate permission to check the approval boxes.

Approval Permissions:

• Originator Approval (Bills) (ID #764) - Allows user to approve Bills as an "Originator". This is typically for Project Managers who need to review Bills prior to the Accounting department issuing payments.
• Manager Approval (Bills) (ID #765) - Allows user to approve the selected bill as a manager for final authorization before payment.
• Manager Approval (Bills - Over Maximum) (ID #579) - Allows user to approve a bill when it exceeds the maximum amount allowed set in Company Preferences.

Alert notifications are controlled by user permissions. To enable bill due date alerts:

1. Navigate to Settings → Users / Access
2. Select the user who should receive alerts
3. Go to the Access tab
4. Find the Bills section
5. Enable Alert when Bills are Due (ID #591)

Additional Alert Permissions:

• Alert when Manager Approval is Confirmed (ID #1629) - Notifies when a manager approves a bill
• Alert when Originator Approval is Confirmed (ID #1559) - Notifies when an originator approves a bill

The View Assigned Only permission restricts users to only seeing bills they are directly assigned to, rather than all bills in the system.

1. Navigate to Settings → Users / Access
2. Select the user to restrict
3. Go to the Access tab
4. Find the Bills section
5. Enable View Assigned Only (Bills) (ID #967)