Bills

In the program, you comprehensively manage your company's purchase ledger. You can receive bills aka purchase invoices electronically, send invoices for approval within the organization, allocate purchase invoices to one or more projects, and invoice them back to your customers.

Permissions: Purchase Invoices

PSA plans: Business (addon for extra cost), Enterprise, Enterprise+

Bills List

Expenses >Bills

In the purchase invoice listing, you can see all purchase invoices received and added to your company, as well as their status, amounts, approver, and other invoice details. You can search for purchase invoices using different search criteria.

• Options: You can change the status of multiple purchase invoices at once by checking the invoices and clicking the Options button to perform the desired action. 
• Print & Export: Functions related to the financial management integration you have available. 
• Status: Filter the displayed purchase invoices by status. 
• Created/Due Date Span: Filter the displayed purchase invoices by date. 

Various statuses of purchase invoices with colors: 

• Waiting: yellow, awaiting action
• Pre-Approved gray
• Approved green
• Rejected pink
• To Payment blue, ready for payment
• Archived lilac, all actions completed in PSA

Adding a Bill Manually

You can add a purchase invoice for expense tracking and allocation purposes.

1. Navigate to Costs> Bills.
2. Click Add Bill.

3. Select the supplier from the right menu. The list includes customers added to the program. Customers with the type "supplier" are displayed (Supplier) information. You can designate an existing customer as a supplier by selecting the customer and following the on-screen instructions.

   • You can also add a new supplier by typing the supplier's name and adding it as a new customer.

4. Add billing info.
   Accounting date can be used to target bills costs to months in Heeros PSA. In Settings > Invoicing & Bills section admin users select which date – bill date or the accounting date – is used for cost targeting.
   

5. Add recipient bank account details.

6. Add invoice lines.

7. Click Save.

Messages & Log: You can write comments on the purchase invoice in the Messages & Log field. This also shows the action log related to the purchase invoice.

Add necessary attachments to the purchase invoice by browsing from file resources or dragging and dropping the attachment into the attachment field.

Receiving Bills Electronically

You can receive all purchase invoices electronically into Heeros PSA (paper invoices via scanning service), when you have a suitable financial management system integration, such as Heeros Purchase Invoices. 

Once the integration is activated, electronically received purchase invoices arrive directly in the Purchase Invoices module in the "Waiting" state.

Learn more about electronic receipt of purchase invoices from the section Integrations. 

The fetched data may vary between integrations. For example Accounting date is fetched from these: Procountor, Netvisor, Talenom, Heeros, Merit Aktiva, Fortnox.

Note! If editing bills is allowed in the settings, the editor of the bill must check the sums of the bill after editing. Read more here. 

Allocating a Bill to a Customer/Project and Quote

You can allocate a purchase invoice to one or more customers/projects and quotes. A cost allocated to a project enables both tracking and re-invoicing of costs on a sales invoice.

• Purchase invoices appear in the project costs when they are Approved.

• The purchase invoice to be re-invoiced must be Approved, and the project Invoicing status must be Billable with Bills active as a billable item. 
  
  

1. Navigate to Costs > Bills > [Selected Purchase Invoice].

2. Click Edit, you get a new row at the top of the bill to allocate the customer and project.

3. Click the green + sign.

4. Search for customer/project.
   

5. Allocate to the Quote row if needed. You can access the selected project from the quote allocation row by clicking the eye icon after the quote.

6. Add a description, which will appear on the sales invoice.

7. Add the division % which part of the purchase invoice is allocated to the selected quote.

8. The amount is distributed automatically according to the defined division %.

9. Click Save.

Allocating a Bill to an Purchase order

If the bill is related to a previously created purchase order but has not been matched automatically (e.g., the supplier did not use the required reference on the bill), you can manually match them as follows. Without matching, the cost may appear as a duplicate on some reports: the purchase order as a forecasted cost and the bill as an actual cost.

1. Go to Costs > Bills > [Selected Bill].

2. Click Edit > Purchase Order Sync.

3. Click the green + button, and in the slider that opens, select the correct purchase order by clicking Sync.

4. Save the changes made to the bill. 

Sending a Bill for Approval

By changing the status of a purchase invoice, you send the purchase invoice to the next processor, i.e., the person with purchase invoice approval rights.

1. Click the next step in the open Purchase Invoice (e.g., Pre-Approved). 
   

2. A new window opens. Select the user to whom the invoice is sent for review.

3. Write a message to the recipient.

   • The message written to the recipient is saved in the purchase invoice Message & Log field.
4. Click OK.

Payment

It is not possible to pay purchase invoices directly in the program. Depending on the financial management system in use, approved purchase invoices can be sent to the financial management system for payment from the purchase invoice list view.

1. Select the purchase invoice(s) to be paid by clicking the checkbox in front of the row.

2. Select the action from the top Print & Export menu, for example, Send to Procountor. (Available menu actions depend on the financial management system in use.)