Zoho Inventory

<!DOCTYPE html> <html> <head> <title>Zoho Inventory - Bills</title> <meta name="description" content="The Bills page will help you understand how to configure and manage the bills you create for your purchases"/> <meta http-equiv="Content-Type" content="text/html; charset=utf-8"/> <meta name="viewport" content="width=device-width, initial-scale=1"> <link rel="SHORTCUT ICON" href="https://www.zohowebstatic.com/sites/zweb/images/favicon.ico" type="image/x-icon"> <link href="/inventory/styles/common/zoho-puvi.css" rel="stylesheet" type="text/css"> <link href="/inventory/styles/bootstrap.min.css" rel="stylesheet" type="text/css"> <link href="/inventory/help/styles/help.css" rel="stylesheet" type="text/css"> <link rel="alternate" hreflang="x-default" href="https://www.zoho.com/inventory/help/purchase-orders/bills.html"> <link rel="alternate" hreflang="en-gb" href="https://www.zoho.com/uk/inventory/help/purchase-orders/bills.html"> <link rel="alternate" hreflang="de-de" 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onclick="switchEdition('us')"> <a href="javascript:void(0)"> <div class="edition-image-us"></div> <div class="edition-label">United States</div> </a> </div> </div> </div> </div> </div> </div> <div class="mobile-version text-right"> <div class="col-lg-11 col-md-10 col-sm-10 search-box" style="z-index:1;"> <form action="/inventory/help/search/results.html" class="srchbox clearfix"> <input class="src-input no-print" name="search" placeholder="Search Document" type="text" value=""> </form> </div> </div> <div class="navbar-collapse collapse" id="help-main-menu"> <ul class="nav navbar-nav navbar-right nav-list-position"> <li ><a href="/inventory/kb/general-overview/" target="_blank">FAQ</a></li> <li><a href="/inventory/api/v1/" target="_blank">Developers</a></li> <li><a href="/inventory/support/" target="_blank">Resources</a></li> <li id="help-kb-signup-button"><a class="signin" href="https://accounts.zoho.com/signin?servicename=ZohoInventory&signupurl=https://www.zoho.com/inventory/signup?help.header" target="_blank">Sign In</a></li> </ul> </div> </div> <div class="mobile-search"> <form action="/inventory/help/search/results.html" class="srchbox clearfix"> <input class="src-input no-print" name="search" placeholder="Search Document" type="text" value=""> </form> </div> <div class="help-container" id="help-container"> <div class="help-sidebar" id="side-bar-group"> <div class="sidebar-close"> <span class="icon-close">x</span> CLOSE </div> <ul class="help-main-menu nav nav-pills nav-stacked"> <li class="nested-menu "> <b class="sub-menu-arrow pull-right line-arrow right "></b> <a class="sub-menu-trigger" href="javascript:;">Getting Started</a> <ul class="sub-menu nav nav-stacked" > <li > <a href="/inventory/help/getting-started/sign-up.html">Access Zoho Inventory</a> </li> <li > <a href="/inventory/help/getting-started/login.html">Log In to Zoho Inventory</a> </li> <li > <a href="/inventory/help/getting-started/dashboard.html">The Dashboard</a> </li> <li > <a href="/inventory/help/getting-started/manage-organization.html">Manage Organizations</a> </li> <li > <a href="/inventory/help/getting-started/keyboard-shortcuts.html">Keyboard Shortcuts</a> </li> </ul> </li> <li class="nested-menu "> <b class="sub-menu-arrow pull-right line-arrow right "></b> <a class="sub-menu-trigger" href="javascript:;">Settings</a> <ul class="sub-menu nav nav-stacked" > <li > <a href="/inventory/help/settings/settings-overview.html">Settings - Overview</a> </li> <li > <a href="/inventory/help/settings/organization-settings.html">Organization Profile</a> </li> <li > <a href="/inventory/help/settings/users.html">Users & Roles</a> </li> <li > <a href="/inventory/help/settings/preferences.html">Preferences</a> </li> <li > <a href="/inventory/help/settings/currencies.html">Currencies</a> </li> <li > <a href="/inventory/help/settings/sub-accounts.html">Sub Accounts</a> </li> <li > <a href="/inventory/help/settings/taxes.html">Taxes</a> </li> <li > <a href="/inventory/help/settings/reporting-tags.html">Reporting Tags</a> </li> <li > <a href="/inventory/help/settings/templates.html">PDF Templates</a> </li> <li > <a href="/inventory/help/settings/emails.html">Emails</a> </li> <li > <a href="/inventory/help/settings/reminders.html">Reminders</a> </li> <li > <a href="/inventory/help/settings/automation.html">Automation</a> </li> <li > <a href="/inventory/help/settings/connections.html">Connections</a> </li> <li > <a href="/inventory/help/web-tabs/index.html">Web Tabs</a> </li> <li > <a href="/inventory/help/settings/incoming-webhooks.html">Incoming Webhooks</a> </li> <li > <a href="/inventory/help/import-export/data-backup.html">Data Backup</a> </li> <li > <a href="/inventory/help/subscription/subscription.html">Subscription</a> </li> <li > <a href="/inventory/help/settings/privacy-and-security.html">Privacy & Security</a> </li> </ul> </li> <li class="nested-menu "> <b class="sub-menu-arrow pull-right line-arrow right "></b> <a class="sub-menu-trigger" href="javascript:;">Documents</a> <ul class="sub-menu nav nav-stacked" > <li > <a href="/inventory/help/documents/documents.html">Documents - Overview</a> </li> </ul> </li> <li class="nested-menu "> <b class="sub-menu-arrow pull-right line-arrow right "></b> <a class="sub-menu-trigger" href="javascript:;">Warehouses</a> <ul class="sub-menu nav nav-stacked" > <li > <a href="/inventory/help/warehouses/warehouses-overview.html">Overview</a> </li> <li > <a href="/inventory/help/warehouses/warehouse-operations.html">Warehouse Operations</a> </li> <li > <a href="/inventory/help/warehouses/transfer-orders.html">Transfer Orders</a> </li> </ul> </li> <li class="nested-menu "> <b class="sub-menu-arrow pull-right line-arrow right "></b> <a class="sub-menu-trigger" href="javascript:;">Customers & Vendors</a> <ul class="sub-menu nav nav-stacked" > <li > <a href="/inventory/help/contacts/contacts-overview.html">Overview</a> </li> <li > <a href="/inventory/help/contacts/contact-details-page.html">Details Page</a> </li> <li > <a href="/inventory/help/contacts/manage-contacts.html">Manage Customers & Vendors</a> </li> <li > <a href="/inventory/help/contacts/customer-credit-limit.html">Customer Credit Limit</a> </li> </ul> </li> <li class="nested-menu "> <b class="sub-menu-arrow pull-right line-arrow right "></b> <a class="sub-menu-trigger" href="javascript:;">Items, Groups and Composites</a> <ul class="sub-menu nav nav-stacked" > <li > <a href="/inventory/help/items/items-overview.html">Items</a> </li> <li > <a href="/inventory/help/items/item-groups.html">Item Groups</a> </li> <li > <a href="/inventory/help/items/composite-items.html">Composite Items</a> </li> <li > <a href="/inventory/help/items/item-managing.html">More Actions on Items</a> </li> <li > <a href="/inventory/help/items/item-details.html">Item Details Page</a> </li> <li > <a href="/inventory/help/items/saleschannel-items.html">Sales Channel Items</a> </li> <li > <a href="/inventory/help/items/stock-counts.html">Stock Counts</a> </li> <li > <a href="/inventory/help/items/item-categories.html">Item Categories</a> </li> <li > <a href="/inventory/help/items/price-list.html">Price Lists</a> </li> <li > <a href="/inventory/help/items/inventory-adjustments.html">Inventory Adjustments</a> </li> </ul> </li> <li class="nested-menu "> <b class="sub-menu-arrow pull-right line-arrow right "></b> <a class="sub-menu-trigger" href="javascript:;">Bin Locations</a> <ul class="sub-menu nav nav-stacked" > <li > <a href="/inventory/help/bin-locations/index.html">Bin Locations</a> </li> </ul> </li> <li class="nested-menu "> <b class="sub-menu-arrow pull-right line-arrow right "></b> <a class="sub-menu-trigger" href="javascript:;">Advanced Inventory Tracking</a> <ul class="sub-menu nav nav-stacked" > <li > <a href="/inventory/help/advanced-inventory-tracking/batch-tracking.html">Batch Tracking</a> </li> <li > <a href="/inventory/help/advanced-inventory-tracking/serial-number-tracking.html">Serial Number Tracking</a> </li> </ul> </li> <li class="nested-menu "> <b class="sub-menu-arrow pull-right line-arrow right "></b> <a class="sub-menu-trigger" href="javascript:;">Retainer Invoices</a> <ul class="sub-menu nav nav-stacked" > <li > <a href="/inventory/help/retainer-invoices/index.html">Overview</a> </li> <li > <a href="/inventory/help/retainer-invoices/manage-retainer-invoices.html">Manage Retainer Invoices</a> </li> </ul> </li> <li class="nested-menu "> <b class="sub-menu-arrow pull-right line-arrow right "></b> <a class="sub-menu-trigger" href="javascript:;">Sales Orders</a> <ul class="sub-menu nav nav-stacked" > <li > <a href="/inventory/help/sales-orders/sales-orders-overview.html">Sales Orders Overview</a> </li> <li > <a href="/inventory/help/sales-orders/sales-order-creation.html">Creating Sales Orders</a> </li> <li > <a href="/inventory/help/sales-orders/sales-order-managing.html">Managing Sales Orders</a> </li> <li > <a href="/inventory/help/sales-orders/other-actions.html">More Actions</a> </li> <li > <a href="/inventory/help/sales-orders/packages.html">Packages</a> </li> <li > <a href="/inventory/help/sales-orders/package-geometry.html">Package Geometry</a> </li> <li > <a href="/inventory/help/sales-orders/shipments.html">Shipments</a> </li> <li > <a href="/inventory/help/sales-orders/sales-order-cycle.html">Sales Order Cycle</a> </li> <li > <a href="/inventory/help/sales-orders/sales-persons.html">Salespersons</a> </li> </ul> </li> <li class="nested-menu "> <b class="sub-menu-arrow pull-right line-arrow right "></b> <a class="sub-menu-trigger" href="javascript:;">Invoices</a> <ul class="sub-menu nav nav-stacked" > <li > <a href="/inventory/help/invoice/index.html">Invoices Overview</a> </li> <li > <a href="/inventory/help/invoice/record-payment.html">Recording Payments</a> </li> <li > <a href="/inventory/help/invoice/more-actions.html">More Actions</a> </li> </ul> </li> <li class="nested-menu "> <b class="sub-menu-arrow pull-right line-arrow right "></b> <a class="sub-menu-trigger" href="javascript:;">Picklists</a> <ul class="sub-menu nav nav-stacked" > <li > <a href="/inventory/help/picklist/index.html">Picklist - Overview</a> </li> </ul> </li> <li class="nested-menu "> <b class="sub-menu-arrow pull-right line-arrow right "></b> <a class="sub-menu-trigger" href="javascript:;">Payments Received</a> <ul class="sub-menu nav nav-stacked" > <li > <a href="/inventory/help/payments-received/payments-received.html">Payments Received</a> </li> </ul> </li> <li class="nested-menu "> <b class="sub-menu-arrow pull-right line-arrow right "></b> <a class="sub-menu-trigger" href="javascript:;">Sales Returns</a> <ul class="sub-menu nav nav-stacked" > <li > <a href="/inventory/help/sales-returns/sales-returns-overview.html">Overview</a> </li> </ul> </li> <li class="nested-menu open"> <b class="sub-menu-arrow pull-right line-arrow down "></b> <a class="sub-menu-trigger" href="javascript:;">Purchase Transactions</a> <ul class="sub-menu nav nav-stacked" > <li > <a href="/inventory/help/purchase-orders/purchase-orders-overview.html">Purchase Transactions - Overview</a> </li> <li > <a href="/inventory/help/purchase-orders/purchase-order-creation.html">Managing Purchase Orders</a> </li> <li > <a href="/inventory/help/purchase-orders/purchase-import-export.html">Importing & Exporting purchases</a> </li> <li > <a href="/inventory/help/purchase-orders/purchase-receive.html">Purchase Receives</a> </li> <li class="active" > <a href="/inventory/help/purchase-orders/bills.html">Bills</a> </li> <li > <a href="/inventory/help/purchase-orders/other-actions.html">More Actions</a> </li> </ul> </li> <li class="nested-menu "> <b class="sub-menu-arrow pull-right line-arrow right "></b> <a class="sub-menu-trigger" href="javascript:;">Payments Made</a> <ul class="sub-menu nav nav-stacked" > <li > <a href="/inventory/help/payments-made/payments-made.html">Payments Made</a> </li> </ul> </li> <li class="nested-menu "> <b class="sub-menu-arrow pull-right line-arrow right "></b> <a class="sub-menu-trigger" href="javascript:;">Vendor Credits</a> <ul class="sub-menu nav nav-stacked" > <li > <a href="/inventory/help/vendor-credits/index.html">Overview - Vendor Credits</a> </li> <li > <a href="/inventory/help/vendor-credits/functions.html">Basic Functions in Vendor Credits</a> </li> <li > <a href="/inventory/help/vendor-credits/manage.html">Manage Vendor Credits</a> </li> </ul> </li> <li class="nested-menu "> <b class="sub-menu-arrow pull-right line-arrow right "></b> <a class="sub-menu-trigger" href="javascript:;">Dropshipment</a> <ul class="sub-menu nav nav-stacked" > <li > <a href="/inventory/help/drop-shipments/drop-shipments.html">Dropshipment</a> </li> </ul> </li> <li class="nested-menu "> <b class="sub-menu-arrow pull-right line-arrow right "></b> <a class="sub-menu-trigger" href="javascript:;">Backorder</a> <ul class="sub-menu nav nav-stacked" > <li > <a href="/inventory/help/backorder/backorders.html">Backorder</a> </li> </ul> </li> <li class="nested-menu "> <b class="sub-menu-arrow pull-right line-arrow right "></b> <a class="sub-menu-trigger" href="javascript:;">Transaction Approval</a> <ul class="sub-menu nav nav-stacked" > <li > <a href="/inventory/help/transaction-approval/transaction-approval.html">Overview</a> </li> <li > <a href="/inventory/help/transaction-approval/transaction-approval-process.html">Approval Process</a> </li> <li > <a href="/inventory/help/transaction-approval/manage-approvals.html">Manage Approvals</a> </li> </ul> </li> <li class="nested-menu "> <b class="sub-menu-arrow pull-right line-arrow right "></b> <a class="sub-menu-trigger" href="javascript:;">Contextual Chat</a> <ul class="sub-menu nav 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Sign</a> </li> <li > <a href="/inventory/help/integrations/zoho-mail-integration.html">Zoho Mail</a> </li> <li > <a href="/inventory/help/integrations/zoho-notebook-integration.html">Zoho Notebook</a> </li> </ul> </li> <li class="nested-menu "> <b class="sub-menu-arrow pull-right line-arrow right "></b> <a class="sub-menu-trigger" href="javascript:;">Integrations</a> <ul class="sub-menu nav nav-stacked" > <li > <a href="/inventory/help/integrations/integrations-overview.html">Integrations - Overview</a> </li> <li > <a href="/inventory/help/integrations/aftership-integration.html">Shipment Tracking</a> </li> <li > <a href="/inventory/help/integrations/sales-channel.html">Marketplace & Shopping Cart</a> </li> <li > <a href="/inventory/help/integrations/shipping-integration.html">Shipping Carriers</a> </li> <li > <a href="/inventory/help/integrations/online-payments.html">Online Payments</a> </li> <li > <a href="/inventory/help/integrations/accounting-integrations.html">Accounting</a> </li> <li > <a href="/inventory/help/integrations/whatsapp-integration.html">WhatsApp</a> </li> <li > <a href="/inventory/help/integrations/gapps-inventory.html">G Suite</a> </li> <li > <a href="/inventory/help/integrations/slack-integration.html">Slack</a> </li> <li > <a href="/inventory/help/integrations/avalara-integration.html">Avalara</a> </li> <li > <a href="/inventory/help/integrations/office365-integration.html">Microsoft 365</a> </li> <li > <a href="/inventory/help/integrations/twilio.html">Twilio</a> </li> <li > <a href="/inventory/help/integrations/zsc-key.html">Zoho Inventory ZSC Key</a> </li> </ul> </li> <li class="nested-menu "> <b class="sub-menu-arrow pull-right line-arrow right "></b> <a class="sub-menu-trigger" href="javascript:;">Import & Export</a> <ul class="sub-menu nav nav-stacked" > <li > <a href="/inventory/help/import-export/index.html">Overview</a> </li> <li > <a href="/inventory/help/import-export/import.html">Importing Data</a> </li> <li > <a href="/inventory/help/import-export/export.html">Exporting Data</a> </li> </ul> </li> <li class="nested-menu "> <b class="sub-menu-arrow pull-right line-arrow right "></b> <a class="sub-menu-trigger" href="javascript:;">Reports</a> <ul class="sub-menu nav nav-stacked" > <li > <a href="/inventory/help/reports/reports-overview.html">Reports Overview</a> </li> <li > <a href="/inventory/help/reports/managing-reports.html">Managing Reports</a> </li> <li > <a href="/inventory/help/reports/inventory-reports.html">Inventory Reports</a> </li> <li > <a href="/inventory/help/reports/sales-reports.html">Sales Reports</a> </li> <li > <a href="/inventory/help/reports/purchase-reports.html">Purchase Reports</a> </li> <li > <a href="/inventory/help/reports/activity-reports.html">Activity Reports</a> </li> </ul> </li> <li class="nested-menu "> <b class="sub-menu-arrow pull-right line-arrow right "></b> <a class="sub-menu-trigger" href="javascript:;">Migration Guide</a> <ul class="sub-menu nav nav-stacked" > <li > <a href="/inventory/help/migration/migration-general.html">General Migration</a> </li> </ul> </li> <li class="nested-menu "> <b class="sub-menu-arrow pull-right line-arrow right "></b> <a class="sub-menu-trigger" href="javascript:;">What's New</a> <ul class="sub-menu nav nav-stacked" > <li > <a href="/inventory/whats-new/index.html">What's New</a> </li> </ul> </li> </ul> </div> <div class="help-content" id="content"> <form class="print-form"> <input type="button" class="print-icon" name="print" value="" title="Print this page" alt="Print this page" onclick="javascript:window.print()"> </form> <h2 class="product-logo to-print" translate="no"><img src="/inventory/images/inventory-icon-default.svg?v=2"/>Inventory</h2> <h1 id="bills">Bills</h1> <p>When your vendor supplies goods/services to you on credit, you’re sent an invoice that details the amount of money you owe him/her. You can record this as a bill in Zoho Inventory and track it until it’s paid.</p> <p>Lets see an overview of all operations related to <strong>Bills</strong>.</p> <h5 id="managing-bills">Managing Bills</h5> <ul> <li><a href="#bills-workflow-diagram">Bills Workflow Diagram</a></li> <li><a href="#bill-status">Bill Status</a></li> <li><a href="#creating-a-bill">Creating a bill</a></li> <li><a href="#serial-number-bill">Creating bills for items with serial numbers</a></li> <li><a href="#bill-for-a-batch-item">Creating bills for batch tracked items</a></li> <li><a href="#bill-for-multiple-po">Raising a bill for multiple purchase orders</a></li> <li><a href="#landed-costs">Landed Costs</a></li> <li><a href="#link-bills-to-po">Link Bills to Purchase Orders</a></li> <li><a href="#bills-import">Import Bills</a></li> <li><a href="#other-options">Other options with Bills</a></li> <li><a href="#mw-bills">Multi-warehouse operations related to Bills</a></li> </ul> <h5 id="recording-bill-payments">Recording Bill payments</h5> <ul> <li><a href="#bill-payments">Bill Payments</a></li> <li><a href="#sorting-and-viewing-bills">Sorting and viewing Bills</a></li> <li><a href="#payments-made">Payments Made</a></li> <li><a href="#options-associated-with-bill-payments">Options associated with Bill payments</a></li> </ul> <hr> <h3 id="bills-workflow-diagram">Bills Workflow Diagram</h3> <p><img src="/inventory/help/images/flow/zom-bill-flow.png" alt="Bills workflow"></p> <hr> <h3 id="bill-status">Bill Status</h3> <p>The status of your bills can be viewed from the Bills tab drop down as shown below,</p> <ul> <li><strong>Draft -</strong> Bills when created will be in <strong>Draft</strong> status. It will not have any impact in accounts, inventory or reports.</li> <li><strong>Open -</strong> The bills in your name that need to be paid.</li> <li><strong>Overdue -</strong> The due date for these bills has passed and payment needs to be made promptly, probably with an overdue penalty if levied by the vendor.</li> <li><strong>Partially Paid -</strong> A portion of these bills have been paid and the remaining amount is outstanding.</li> <li><strong>Paid -</strong> These bills has been completely paid.</li> <li><strong>Unpaid -</strong> All your outstanding bills, whether Open, Overdue or Partially Paid.</li> <li><strong>Void -</strong> These bills have been made redundant.</li> </ul> <hr> <h3 id="creating-a-bill">Creating a bill</h3> <p>To create a bill in Zoho Inventory,</p> <ul> <li>Go to the <strong>Bills</strong> tab.</li> <li>Click on the quick create ‘<strong>(+)</strong>’ icon near <strong>Bills</strong> tab on the side bar or <strong>+New</strong> button on top of the <strong>Bills</strong> page.</li> </ul> <p><img src="/inventory/help/images/purchase-orders/bill-create-buttons.png" alt="Screen shot of bill creation buttons"></p> <ul> <li>Enter the required information such as the bill number and vendor towards whom the bill is payable.</li> <li>Select the items and services from the drop-down for which you have been billed by your vendor.</li> </ul> <p><img src="/inventory/help/images/purchase-orders/po-new-2.png" alt="Screen shot of bill creation page"></p> <ul> <li>Alternatively, you can also click the <strong>Add items in bulk</strong> option to add several items at once to your bill.</li> </ul> <div class="tips-protip"><div class="tips-protip-img"></div> <p><b>Pro Tip:</b> Instead of searching for the items from the list, you can select an item by scanning its barcode. When you scan the same barcode more than once, the quantity of the item gets incremented automatically.</p> </div> <p><img src="/inventory/help/images/sales-orders/items-bulk-select.png" alt="Selecting multiple items"></p> <ul> <li>Hit <strong>Save as Draft</strong> or <strong>Save as Open</strong> button.</li> </ul> <p>Alternatively,</p> <ul> <li>Go to the <strong>Contacts</strong> tab and select the vendor to whom money is owed.</li> <li>Click on <strong>New Transaction</strong>.</li> <li>Choose the option <strong>Bill</strong>.</li> <li>Enter the required details and click <strong>Save as Draft</strong> or <strong>Save as Open</strong> to create the bill.</li> <li><strong>Note:</strong> You can record <strong>Notes</strong> of up to 2000 characters and purchase <strong>Terms & Conditions</strong> of up to 5000 characters for the vendor bill.</li> </ul> <p><img src="/inventory/help/images/purchase-orders/bill-new-from-contacts.png" alt="screen shot of creating bills from contacts"></p> <div class="tips-insight"><div class="tips-insight-img"></div> <p><b>Insight:</b> When you create standalone bills, you can mark them as <em>Received</em> to reconcile the physical stock of the underlying items. <a href="/inventory/help/settings/preferences.html#mode-of-stock-tracking" target="_blank">Learn more.</a></p> </div> <h5 id="from-purchase-order">From Purchase Order</h5> <p>A purchase order that is in the Issued status can be converted to a bill. To do so:</p> <ul> <li>Navigate to the preferred purchase order.</li> <li>Click on the <strong>More</strong> button.</li> <li>Select the option <strong>Convert to Bill</strong>.</li> <li>You can also create a bill by clicking on the <strong>Bills</strong> tab inside the purchase order and choosing the <strong>New Bill</strong> option.</li> <li>All the details such as the vendor name and items list will be auto filled.</li> </ul> <p><img src="/inventory/help/images/purchase-orders/bill-new-from-po.png" alt="screen shot of creating bills from purchase orders"></p> <hr> <h3 id="serial-number-bill">Creating bills for items with serial numbers</h3> <p>If you’re raising a bill for items which have serial numbers, there are few additional steps that need to be done.</p> <ul> <li>The moment you add a line item with serial numbers enabled, you’ll be getting an option to add the new serial numbers for the units that are being added to your inventory.</li> </ul> <p><img src="/inventory/help/images/purchase-orders/bill-serial-number.png" alt="Bill with serial numbers 1"></p> <ul> <li>Selecting the option will open a dialog box where you can add the new serial numbers for the quantity specified in the Bill.</li> <li>You can either manually feed the serial numbers(comma separated) or place the cursor on the empty field and scan the serial number of the item.</li> </ul> <blockquote> <p><strong>Note:</strong> You can enter up to <strong>1000</strong> serial numbers in a transaction.</p> </blockquote> <img class="small-img" src="/inventory/help/images/purchase-orders/bill-serial-number-2.png" alt="Bill with serial numbers 2"> <ul> <li>After creating the Bill, you’ll be able to see the serial numbers associated with it at the bottom of the Bill details page.</li> </ul> <p><img src="/inventory/help/images/purchase-orders/bill-serial-number-3.png" alt="Bill with serial numbers 3"></p> <h3 id="the-end-result">The End Result:</h3> <p><img src="/inventory/help/images/purchase-orders/bill-final.png" alt="screen shot of a successful bill"></p> <blockquote> <p><strong>Note:</strong> Similarly, you’ll be able to record bills for composite items that are serial number tracked.</p> </blockquote> <div class="tips-insight"><div class="tips-insight-img"></div> <p><b>Insight:</b> If you prefer to track serial/batch numbers in packages, purchase receives and sales return receipts, go to <em>Settings</em> > <em>Preferences</em> > <em>Items</em>. Under <em>Advanced Inventory Tracking</em>, choose <strong>Track in packages, purchase receives and return receipts</strong> option.</p> </div> <hr> <h3 id="bill-for-a-batch-item">Recording bills for batch tracked items</h3> <ul> <li>The moment you add a line item which is batch tracking enabled, you’ll be getting an option to add batches for the units that are being added to your inventory.</li> </ul> <p><img src="/inventory/help/images/purchase-orders/bills-with-batches-1.png" alt="Add batches option in bills"></p> <ul> <li>You’ll be able to split the purchased quantity into several batches with its Batch Number, Manufactured Date and Expiry Date.</li> </ul> <blockquote> <p><strong>Example:</strong> Let’s say that you have purchased 20 packs of a disposable item, not necessarily from the same vendor, out of which a few packs expire in the next two days and the rest in a week. Here, you can split the 20 packs into two batches based on its expiration date. Thereby, tracking the number of packs belonging to different batches and determining the batch from which sales should be made.</p> </blockquote> <p><img src="/inventory/help/images/purchase-orders/bills-with-batches-2.png" alt="Entering batch details"></p> <blockquote> <p><strong>Note:</strong> You can enter up to <strong>100</strong> batch numbers for each line item, and a total of <strong>5000</strong> batches per transaction.</p> </blockquote> <table> <thead> <tr> <th>Field Name</th> <th>Description</th> </tr> </thead> <tbody> <tr> <td><strong>Batch Reference#</strong></td> <td>A unique number which will serve as a reference for you to save and track your batches in Zoho Inventory. This is <strong>not</strong> the manufacturer batch number.</td> </tr> <tr> <td><strong>Manufacturer Batch#</strong></td> <td>Batch number provided by your manufacturer.</td> </tr> <tr> <td><strong>Manufactured Date</strong></td> <td>The date on which the item was manufactured.</td> </tr> <tr> <td><strong>Expiry Date</strong></td> <td>The date until which the item is consumable.</td> </tr> <tr> <td><strong>Quantity in</strong></td> <td>Quantity of the item that you wish to add in each batch.</td> </tr> </tbody> </table> <div class="tips-insight"><div class="tips-insight-img"></div> <p><b>Insight:</b> You can enter decimal quantity (up to 6 decimal places) for batches. For instance, a certain quantity of milk has to be divided into batches. In Zoho Inventory, you will be able to add 1.91L in batch 1 and 3.560L in batch 2 and so on.</p> </div> <ul> <li>Click <strong>Save as Draft</strong> or <strong>Save as Open</strong> button to successfully create bills with batch tracked items.</li> </ul> <blockquote> <p><strong>Note:</strong></p> <ul> <li>The bill should be in any state between <strong>Open</strong> and <strong>Paid</strong> to be able to use the batches in invoices or item adjustments.</li> <li>If you have enabled the approval process for bills, then your bill must be in <strong>Approved</strong> state.</li> </ul> </blockquote> <ul> <li>After creating the Bill, you’ll be able to view the batches and the quantity added to each of those batches at the bottom of the Bill details page.</li> </ul> <p><img src="/inventory/help/images/purchase-orders/bills-with-batches-3.png" alt="Bill with batches"></p> <div class="tips-insight"><div class="tips-insight-img"></div> <p><b>Insight:</b> If you prefer to track serial/batch numbers in packages, purchase receives and sales return receipts, go to <em>Settings</em> > <em>Preferences</em> > <em>Items</em>. Under <em>Advanced Inventory Tracking</em>, choose <strong>Track in packages, purchase receives and return receipts</strong> option.</p> </div> <hr> <h3 id="bill-for-multiple-po">Raising a bill for multiple purchase orders</h3> <p>You can associate many purchase orders and create a single bill for them if the purchase orders are issued to the same vendor.</p> <p><strong>Important Note:</strong> Purchase orders that are billed together must be associated to the same vendor and all purchase orders that need to be billed must be in <strong>Issued</strong> status.</p> <p>To do so:</p> <ul> <li>Click on the quick create icon <strong>(+)</strong> near <strong>Bills</strong> tab on the sidebar.</li> <li>The <strong>New Bill</strong> page opens up.</li> </ul> <p><img src="/inventory/help/images/purchase-orders/bill-multi-po.png" alt="Bill for multiple purchase orders"></p> <ul> <li>Select the vendor for whom you wish to bill multiple purchase orders together(say n number of purchase orders).</li> <li>On doing so, an option called <strong>Include N Issued purchase orders</strong> becomes visible below the <strong>ITEMS & DESCRIPTIONS</strong> fields.</li> <li>Click on this option.</li> <li>A pop-up containing all the issued purchase orders associated with that vendor shows up.</li> </ul> <p><img src="/inventory/help/images/purchase-orders/bill-multi-po-popup.png" alt="issued PO popup"></p> <ul> <li>Select the purchase orders that you wish to bill together.</li> <li>Click on the <strong>Add</strong> button.</li> <li>All the purchase orders you have selected, gets added to the bill.</li> <li>Fill up any additional details and then click <strong>Save as Draft</strong> or <strong>Save as Open</strong> to create a bill for multiple purchase orders.</li> </ul> <hr> <h3 id="landed-costs">Landed Costs</h3> <p>Landed cost of a product is the cost involved in bringing a product to the seller’s warehouse excluding the cost of goods. This usually includes freight, shipping charges, customs and other charges that the seller may incur till he procures the goods.</p> <p>By tracking the landed costs, you can calculate the exact amount spent on receiving the product. This, in turn, helps you to decide the selling price for your stock without compromising your profits.</p> <h4 id="enabling-landed-costs">Enabling Landed Costs</h4> <p>You must first enable landed costs for your organization. To do so:</p> <ul> <li>Click the <strong>Gear</strong> icon in the top-right corner.</li> <li>Select <strong>Preferences</strong> » <strong>Items</strong>.</li> <li>Tick the checkbox for the option <strong>Track landed cost on items</strong>.</li> <li>Click <strong>Save</strong> to apply the changes.</li> </ul> <p><img src="/inventory/help/images/purchase-orders/landed-costs-enable.png" alt="Enabling landed cost feature in Zoho Inventory"></p> <blockquote> <p><strong>Note:</strong> Ensure that you have enabled inventory tracking for the items for which you wish to allocate landed costs.</p> </blockquote> <h4 id="allocating-landed-costs">Allocating Landed Costs</h4> <p>Once you have enabled Landed Costs for your organization, you will be able to add and allocate them to the items in your bills.</p> <p><strong>Step 1: Adding Landed Costs to Bills</strong></p> <ul> <li>Go to <strong>Bills</strong>.</li> <li>Create a new bill and enter the items.</li> <li>Click <strong>+ Add Landed Cost</strong> and enter the additional cost incurred (Eg. Freight). You can create and add a new service item for it or choose an item that you might have created already.</li> <li>Click <strong>Save as Draft</strong> or click <strong>Save as Open and Apply Landed Costs</strong> to allocate the costs to items. <strong>Note:</strong> Landed Costs can be allocated only to the inventory-tracked items.</li> </ul> <p><img src="/inventory/help/images/purchase-orders/landed-costs-add.png" alt="Adding landed cost to a bill in Zoho Inventory"></p> <p><strong>Step 2: Allocating Landed Costs to Items in the Bill</strong></p> <p>Once you have added the landed costs to a bill, you will be able to allocate them to the bill items proportionately. There are two ways to do this:</p> <p><strong>1) Allocating landed costs while creating a bill:</strong></p> <ul> <li>Create a new bill with landed costs and click <strong>Save as Open and Apply Landed Costs</strong>.</li> <li>In the popup, you can allocate the landed costs to the bill proportionately based on the value or quantity of the items.</li> <li>Edit the Charge fields if you would like to make changes to the costs calculated.</li> <li>Click <strong>Save & Next</strong> if there are more than one landed costs to be allocated.</li> <li>Click <strong>Skip</strong> if you wish to allocate the landed cost later.</li> <li>Click <strong>Save</strong>.</li> </ul> <div class="tips-insight"><div class="tips-insight-img"></div> <p><b>Insight:</b> You can also choose not to allocate any landed costs to that particular bill and allocate them to other bills.</p> </div> <p><img src="/inventory/help/images/purchase-orders/landed-costs-allocation-1.png" alt="Allocating landed costs to items in a bill in Zoho Inventory"></p> <p><strong>2) Allocating the landed costs to an existing bill:</strong></p> <ul> <li>Click the <strong>Allocate Landed Costs</strong> button on your bill details page.</li> </ul> <p><img src="/inventory/help/images/purchase-orders/landed-costs-allocation-2.png" alt="Allocate landed cost on bill"></p> <ul> <li>Allocate the charges proportionately to each item and click <strong>Save</strong>.</li> </ul> <p><img src="/inventory/help/images/purchase-orders/landed-costs-allocation-3.png" alt="Allocate landed cost on bill"></p> <blockquote> <p><strong>Note:</strong> You can also edit bills created earlier to add landed costs to them and allocate it.</p> </blockquote> <h4 id="allocating-landed-costs-from-one-bill-to-another">Allocating Landed Costs from One Bill to Another</h4> <p>There may be cases where your vendor does not offer any shipping for the product and you get it shipped by another shipping agency, in that case, you can create a separate bill with just the landed costs and apply them to another bill. You can also apply any unused landed costs from other bills. To do this:</p> <ul> <li>Go to the particular bill to which you want to allocate the landed cost.</li> <li>Click the <strong>More</strong> dropdown and click <strong>Add Landed Costs</strong>.</li> <li>Select the Vendor, the Bill number from which you would like to allocate the cost, and the landed cost.</li> <li>Allocate the landed costs proportionately and click <strong>Save</strong>.</li> </ul> <p><img src="/inventory/help/images/purchase-orders/landed-costs-allocation-4.png" alt="Allocating landed cost to another bill"></p> <hr> <h3 id="link-bills-to-po">Link Bills to Purchase Orders</h3> <p>You can associate bills with purchase orders that were created separately in Zoho Inventory.</p> <p>To do so:</p> <ul> <li>Go to the <strong>Bills</strong> module in Zoho Inventory.</li> <li>Click on a bill to open it.</li> <li>Click the <img alt="pencil icon" src="/inventory/help/images/icons/pencil-icon.png" width="25" /> icon at the top to edit the invoice details.</li> <li>Enter the purchase order number that you wish to link it to in the <strong>Order Number</strong> field.</li> </ul> <div class="tips-warning"><div class="tips-warning-img"></div> <p><b>Warning:</b></p> <ul> <li>The vendor addressed to must be the same in both documents.</li> <li>The purchase order date cannot fall after the bill date.</li> <li>The bill must contain one or more of the items mentioned in the purchase order. They cannot be linked in case of items mismatch.</li> <li>The purchase order cannot be void, cancelled, closed, dropshipped or backordered.</li> </ul> </div> <img alt="Linking bills to purchase order 1" src="/inventory/help/images/purchase-orders/po-bill-link-1.png" width="550" /> <ul> <li>Click <strong>Save</strong>.</li> <li>In the bills list page, click the checkbox next to the bill for which you’ve provided the purchase order number. You can select more than one bill.</li> <li>Click the <strong>Link to existing purchase order</strong> button at the top.</li> </ul> <img alt="Linking bills to purchase order 2" src="/inventory/help/images/purchase-orders/po-bill-link-2.png" width="550" /> <p>The selected bills will be linked to its respective purchase order. The linked purchase order will be moved to the ‘Issued’ status if it is still in draft.</p> <hr> <h3 id="bills-import">Import Bills</h3> <p>To import bills into your Zoho Inventory account:</p> <ul> <li>Navigate to <strong>Bills</strong> module in the sidebar.</li> <li>Click on the <img alt="Menu icon" src="/inventory/help/images/icons/hamburger-icon.png" width="25" /> icon at the top-right corner.</li> <li>Select <strong>Import Bills</strong> option in the drop down.</li> </ul> <img alt="Import Bills option" src="/inventory/help/images/purchase-orders/bills-import-export-option.png" width="150" /> <p>Learn in detail the steps to <a href="/inventory/help/import-export/import.html" target="_blank">import</a> a file in Zoho Inventory.</p> <h4 id="link-bills-to-purchase-orders-during-import">Link Bills to Purchase Orders During Import</h4> <p>You can link your bills in to its corresponding purchase orders in bulk while importing them. To do so,</p> <ul> <li>Go to the <strong>Bills</strong> module in the sidebar.</li> <li>Click on the <strong>Menu</strong> icon - <em>Import Bills</em>.</li> <li>Browse and upload the relevant file.</li> <li>Check the option - <strong>Link Bills to its corresponding Purchase Orders</strong>.</li> <li>Click <strong>Next</strong>.</li> </ul> <img alt="Option to link bills to PO during import" src="/inventory/help/images/purchase-orders/bills-import-page.png" width="800" /> <ul> <li>Map the <strong>Purchase Order Number</strong> field from Zoho Inventory with the appropriate column in your import file. This step is <strong>mandatory</strong> to successfully link the underlying items in the bill to its respective purchase order number.</li> <li>You can also link <strong>purchase recieves</strong> with its bills by mapping the <strong>Purchase Receive Number</strong> field from Zoho Inventory with the appropriate field in the import file.</li> </ul> <img alt="Map receives number and PO number" src="/inventory/help/images/purchase-orders/bills-po-mapping.png" width="800" /> <ul> <li>Click <strong>Next</strong>, preview your changes and click <strong>Import</strong> if everything is ready.</li> </ul> <p>The purchase orders in the <strong>Draft</strong> status will be moved to the <strong>Issued</strong> status automatically when they are linked to bills or purchase receives.</p> <hr> <h3 id="other-options">Other Options with Bills</h3> <ul> <li><strong>Void -</strong> To void a bill: <ul> <li>Open the preferred bill.</li> <li>Select the <strong>More</strong> button.</li> <li>Select the <strong>Void</strong> option.</li> <li>The note will be rendered invalid.</li> <li>This action can be reverted by selecting the void bill and clicking on the <strong>Convert to Draft</strong> button.</li> </ul> </li> <li><strong>Delete -</strong> To delete a bill: <ul> <li>Open the preferred bill.</li> <li>Select the <strong>More</strong> button.</li> <li>Choose the <strong>Delete</strong> option.</li> <li>A pop to reconfirm your deletion appears.</li> <li>Click the <strong>Delete</strong> button to confirm the operation. <strong>Important Note:</strong> Partially paid or paid bills cannot be deleted.</li> </ul> </li> <li><strong>Edit -</strong> To edit a bill: <ul> <li>Open the preferred bill.</li> <li>Click on the <strong>edit</strong> icon in the top left corner.</li> <li>Change or update the necessary fields.</li> </ul> </li> <li><strong>Print -</strong> To print a copy of a bill: <ul> <li>Open the preferred bill.</li> <li>Click on the <strong>print</strong> icon in the top left corner.</li> </ul> </li> <li><strong>PDF -</strong> To download the bill in portable form: <ul> <li>Open the preferred bill.</li> <li>Select the <strong>PDF</strong> icon in the top left corner.</li> </ul> </li> <li><strong>Comments & History -</strong> Add your comments to your bills and view its history from the moment it was raised till its paid in full.</li> </ul> <p><img src="/inventory/help/images/purchase-orders/bill-options.png" alt="screen shot of all options"></p> <blockquote> <p><strong>Important Note:</strong> Bills that are partially or fully paid cannot be edited.</p> </blockquote> <hr> <h3 id="mw-bills">Multi-warehouse Operations related to Bills</h3> <p>If you’ve enabled multiple warehouse management for your organization, you will have additional operations related to the Bills. To know more, click <a href="/inventory/help/warehouses/warehouse-operations.html">here.</a></p> <hr> <h2 id="bill-payments">Bill Payments</h2> <h5 id="recording-from-bill">Recording from bill</h5> <p>To record a bill payment:</p> <ul> <li>Opening the bill.</li> <li>Select the option <strong>Record Payment</strong>.</li> <li>Fill in the details of the payment, such as the amount, date, etc.</li> <li>Click on the <strong>Save</strong> button.</li> <li>Once you save the payment, the status of the bill changes to <strong>Paid</strong> or <strong>Partially Paid</strong> accordingly.</li> </ul> <p><img src="/inventory/help/images/purchase-orders/bill-record-payment.png" alt="screen shot of recording payment"></p> <hr> <h3 id="sorting-and-viewing-bills">Sorting and Viewing Bills</h3> <p>You can sort bills by created time, date, Bill#, vendor name, due date, amount and balance due. This can be done by clicking on the menu icon on the right top corner of the bills tab.</p> <p><img src="/inventory/help/images/purchase-orders/bill-sorting.png" alt="screen shot of the menu drop down"></p> <hr> <h3 id="payments-made">Payments Made</h3> <p>The payments you make on your bills in Zoho Inventory can be viewed by going to the Bills tab. To do so:</p> <ul> <li>Open a <strong>Paid</strong> bill.</li> <li>Scroll down to view the payment details.</li> </ul> <p><strong>Note:</strong> These can also be edited or deleted from here.</p> <p>Clicking on <strong>Payment#</strong> directly opens the receipt in the <strong>Payments Made</strong> tab.</p> <p><img src="/inventory/help/images/purchase-orders/payments-tab.png" alt="screen shot of payments made tab"></p> <h5 id="details">Details</h5> <p>Once you make an online payment or manually record one in Zoho Inventory, the corresponding receipt will be displayed in the Payments Made tab. The following details will be included:</p> <ul> <li><strong>Date -</strong> The date on which the payment was recorded.</li> <li><strong>Payment # -</strong> Unique payment ID number.</li> <li><strong>Vendor Name -</strong> The vendor to whom the payment was made.</li> <li><strong>Bill # -</strong> The reference ID of the bill on which the payment was recorded.</li> <li><strong>Mode -</strong> The means through which the payment was made (Cash, check, online gateways etc).</li> <li><strong>Amount -</strong> The amount paid.</li> </ul> <hr> <h3 id="options-associated-with-bill-payments">Options Associated with Bill Payments</h3> <ul> <li><strong>Edit -</strong> You can edit a payment yet to be matched in Zoho Inventory by opening it and clicking on the <em>pencil</em> icon.</li> <li><strong>Delete -</strong> A payment yet to be matched in Zoho Inventory can be deleted by opening it and clicking on the <em>Delete</em> button.</li> <li><strong>Print -</strong> You can print a copy of the payment receipt by opening it and clicking on the <em>print</em> icon in the top left corner.</li> <li><strong>PDF -</strong> Download a payment receipt in portable form by simply opening it and selecting the <em>PDF</em> icon in the top left corner.</li> </ul> <p><img src="/inventory/help/images/purchase-orders/payments-options.png" alt="screen shot of options in payment receipts"></p> </div> <div id="scroll-top-navigator" class="scroll-top text-center scroll-hidden no-print"> <div class="bg-img"></div> TOP </div> <div id="zom-app-popup" class="popup-banner scroll-hidden no-print"> <div style="position: relative;"> <div id="popup-close" class="popup-close-btn"> <img alt="Zoho Inventory" src="/inventory/help/images/common/close.svg"> </div> <img class="popup-img-style" alt="Zoho Inventory" src="/inventory/images/inventory-logo-new-white.svg"> <p class="popup-text-style">Simplifying inventory and order management</p> <div> <a class="btn zom-btn-filled zom-access" id="banner-signup-button" href="/inventory/signup?utm_source=help&utm_medium=popup" target="_blank" rel="noopener noreferrer"> SIGN UP - IT'S FREE </a> </div> </div> </div> <div id="zom-app-popup-signed" class="popup-banner scroll-hidden no-print signed"> <div style="position: relative;"> <div id="popup-close-signed" class="popup-close-btn"> <img alt="Zoho Inventory" src="/inventory/help/images/common/close.svg"> </div> <img class="support-agent" alt="Zoho Inventory" src="/inventory/help/images/common/support-agent.png"> <img class="popup-img-style" alt="Zoho Inventory" src="/inventory/images/inventory-logo-new-white.svg"> <p class="popup-text-style">Cannot find what you're looking for&quest;</p> <p class="popup-text-style popup-text-font">We're just a call away.</p> <div> <a class="btn zom-btn-filled zom-access" href="https://assist.zohobookings.com/#/customer/zohoinventorycall?Source=help_docs" target="_blank" rel="noopener noreferrer" style="font-size: 12px !important; padding: 2px; width: 54%;"> Request a callback </a> </div> </div> </div> </div> <div class="help-footer row" id="footer"> <div class="col-md-3 mobile-img-section"> <img src="/inventory/help/images/getting-started/Inventory-mobile.png" alt="Zoho Inventory - Customer Support" class="footer-mobile pull-right"/> </div> <div class="col-sm-5 col-md-3 mobile-apps-description"> <div class="mobile-apps"> <b>Mobile Apps</b> </div> <p style="line-height:1;margin-top:5px;"> Available in all mobile platforms </p> <div> <a href="https://play.google.com/store/apps/details?id=com.zoho.inventory&referrer=utm_source%3Dzom_helpdoc%26utm_medium%3Dfooter_mobile_banner" rel="nofollow" target="_blank" class="mobile-apps-icon"> <img class="icon mobile-icon" src="/inventory/help/images/getting-started/android.svg"> </a> <a href="https://apps.apple.com/app/apple-store/id1037960494?pt=423641&ct=help_page_footer&mt=8" rel="nofollow" target="_blank" class="mobile-apps-icon"> <img class="icon mobile-icon" src="/inventory/help/images/getting-started/apple.svg"> </a> </div> <span class="font-xs lg-show">© 2023, Zoho Corporation Pvt. 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Zoho Inventory - Bills