Purpose

Bills are records of any invoices received from your vendors for inventory purchases, recurring charges such as rent or utilities, and credit card statements. The journal entry in QuickBooks or TRUE Accounting will vary depending on the types of line items added to the Bill.

Bills Module List View

The Bills module list view displays all active Bill records within the system, allowing users to quickly view and manage bills.

Search & Filter Options

Additional buttons

• All: Displays all active Bill records.
• My Bills: Displays the current user's "Assigned" Bills.
• Favorites: Displays the current user's "Favorited" records.
• Unapproved: Displays all Bill records that have not yet been marked as "Approved".
• Advanced Filter: Search filter to filter data based on specific fields related to the Bills module.

Generate Reports

Select the PDF icon to generate Bill specific reports.

• Past Due: Shows all Bills that do not contain a Bill Payment and the due date has passed.
• Unpaid Bills: Shows a list of all Bills that do not have a Bill Payment.

Import / Export Records

• Export: Select the export icon to download a CSV file of Bill record data.

Dynamic View

Select the dynamic grid view to choose which columns display for the Bills module.

Record Options

Select the “≡” icon to view record options.

• Add Favorite: Add the selected record as a “Favorite”. Select Favorites button to view Favorited items.
• Email Capture: Select to generate an Email Capture code for the selected record.
• Omit: Hide the selected Bill from the current list of “found” data in the list view.

Additional Features (List View)

• "+" icon: Generates a new "Bill" record.
  • New Vendor Invoice:
  • New Merchant Invoice:
  • New Vendor Credit:
  • Email Capture: Generate an email capture code to import emails/files into a Bill record.
• ↻ icon: Updates the active Bill list, and updates all button counts.

Selected Bill

Details Mode

• Vendor: Displays the linked Vendor/Contractor record.
• Job/Contract: Displays the linked Job/Contract record. Users can select a particular Job or Contract the Bill is associated with.
• Internal ID: TRUE generated ID number.
• Category: Customizable field to group certain Bills into categories. 
• External ID: Not required, but can be used to identify a Bill that has another ID in a separate system.
• Brand: Typically used for firms that have multiple companies and need to separate Bills by different brands/identities. 
• Assigned: User that is tagged to the Bill. 
• Invoice #: A unique field where users enter the Invoice Number from the physical copy of the Bill.
• Date: Invoice Date from the physical copy of the Bill from the Vendor or Subcontractor.
• Discount Date: Dated calculated from the Invoice date and the ‘Terms’ selection.
• Due Date: This field will calculate based on the criteria located in the Payment Terms field.
• Payment Terms: Terms selected via drop down menu should match exactly what is on the Vendor or Contractor invoice.
• Tax Type: Tax Type selected via drop down menu, allows users to select the appropriate tax jurisdiction.
• Tax Paid: This checkbox, when selected, will include the tax amount of Bill in the Bill total.
• Attributes: Customizable field, mainly used for users that need to separate Bills with/for certain criteria.

Items Mode

Users can add single or multiple line items to a Bill as shown on the physical copy of the Vendor or Contractor Invoice.

“+” icon:

• Purchase Order: Search for all Purchases Orders available for the selected Vendor.
• Expense: Select an Expense record to be added as a line item.
• Subcontractor: Select a Subcontractor record to be added as a line item.
• Manual Entry: Manually add line items to match the Vendor Invoice.
• Manual Entry (Multiple): Offers a quick solution for adding multiple 'Manual Entry' line items.
• Product/Service: Add a unique Product/Service that can be utilized in the Inventory workflow.

Selected item fields:

• Notes: A free field for specific data per each line item of the Vendor Invoice (not required).
• Job/Contract: Assign a Job/Contract per line item.
• Cost Code: Used for categorizing expenditures on Job/Contracts.
• Amount: Enter an amount per each line item (required).
• G/L Account: The General Ledger Account that this line item will be mapped to (required).
• Class: A way to categorize data in a customized format.

Job Costing Mode

Once the Details and Items sections are entered, selecting 'Auto Job Costing' will ensure the costs are allocated to the assigned Job/Contract.

Job Costing Columns:

• ID: Every Job Costing record within TRUE, contains a unique Job Costing ID, displayed in this column. 
• Date: The date the Job Costing record is attributed to. This is extremely important for report generation. Job Costing reports with a selected date range will look to this date or inclusion/exclusion in the report.
• Type:  Invoiced, Committed or Labor, identifies what type of Job Costing data.
• Contract Item: Assign specific costs from the Bill to a specific Contract SOV line item.
• Cost Code: Used to further isolate costs for a respective Job/Contract.
• Amount: Total dollar amount per each Job Costing line item(s).
• Notes: Customizable field for users to leave notes. 

Record Options (≡ icon) 

• Copy: Save the selected Job Costing item to your clipboard. Use “Paste” to bring it to another record.
• Duplicate: Create a copy of the selected Job Costing item.
• Delete: Permanently delete the selected Job Costing item.

Additional Buttons

• + icon:
  • Manual Entry: Create a blank Job Costing entry.
  • Paste: Paste the clipboard. Used to place copied Job Costing items.
• ↻ icon: ↻ the Job Costing values.
• "⚙️" icon:
  • Table View: View a more detailed look at the Job Costing items for the selected record.

Payments Mode

Specific mode where Bill Payments are entered or Vendor Credits can be applied.

Job Costing Columns:

• Type: Typically, this will be displayed as ‘Disbursement’ indicating this a Bill Payment
• Transaction: The Type of Transaction is displayed in this column/
• Method: Describes the payment method used for the Bill Payment. 
• Date: Bill Payment date. 
• Description: This field will display unique information which TRUE allows for to be input manually.
• Accounting: Indicates the ‘accounting status’ of the Bill Payment.
• Amount: Total dollar amount of the Bill Payment.
• Trashcan icon: Selecting this icon will delete the Payment so long as the Accounting Status is not either ‘Synced’ of ‘Posted’.

Additional Buttons:

• + icon: Create a new payment transaction,
• View Transactions: 

Additional Features (Selected Bill)

• Approval Button:
  • Approve Entry: Once approved, the Accounting Status will change to ‘Pending’
  • Create Entries: This will create a Journal Entry in the Unposted Journal for the selected Bill(s).
  • Remove Approval: Once approved, a Bill can have it approval removed and it will return to the Accounting Status of ‘Unapproved’ from ‘Pending’. 
• Options Button: 
  • Favorite: Assign the selected Vendor Invoice as a favorite.
  • AI Autofill: Feature used to automatically fill out fields of a Bill using our AI capabilities. 
  • Active/Archived: Bills can either be Active (part of the active list) or archived (only viewable from the archive list).
  • Duplicate: Feature used to create an exact duplicate of a Bill. 
  • Delete: Delete the selected Bill record.
  • Refresh: Refresh the selected Bill for any updated totals or changes.
     

Common Workflow Questions

• How do I link a bill to a specific job or contract?
• Can I split a bill across multiple jobs or cost codes?
• What's the process for applying vendor credits to a bill?
• How do I handle bills that include both taxable and non-taxable items?
• Can I set up recurring bills for regular expenses like rent or utilities?
• How does the system handle partial payments on bills?