In this article, we'll walk through using the Bills (Accounts Payable) functionality inside Traction. You will learn how to create a bill, along with making payments.
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Creating a Bill
⚠️ Do not enter your Notes Payable invoices as Bills.
You will need to utilize the Notes Payable type when creating a new Payment transaction. This KB article walks you through that process.
1. Open the Accounting module, click on Bills from the left-hand sidebar, and click the + New Bill button.
2. Fill in as much information as you can and click the Next button. Fields marked with an * are required.
Tip: Do you have a similar bill from the same vendor? Select the Use Previous Bill option to use the line items and attachments from a previous bill.
3. Add your Supplies and Other Products that are listed on your Invoice.
3a. To add a new Product click the + Product button. In my example, I selected my Chemicals account and purchased 20 gallons of 1300 Orthene TR at $50 a gallon.
The Product section will automatically update to the product type after you select your Account.
3b. To add a new a non-Supply item, click the + Other button and fill out the appropriate information. In my example, I purchased $5,412.23 in Tractor Parts.
You also have the ability to apply these costs directly to an individual or group of Fields or Equipment. Select the appropriate one from the Cost Allocation dropdown and distribute the cost as needed.
If you need to apply a cost over multiple crop years, you will need to enter an Other item for each crop year. Make sure that the totals are correct for each year.
4. Review your entry. If everything looks good, click the Save & Close button to create the Bill.
Paying Bills
1. Open the Accounting module, click on Bills from the left-hand sidebar. A listing of your vendors will display.
2. Expand the Vendor row to reveal their list of outstanding bills.
3. You can either pay a single bill by clicking the three dot menu icon and selecting Pay Bill.
Or you can check off multiple bills and click the Pay Bills button in the upper-right hand corner.
4. The New Payment Transaction screen will open, prepopulated with the information related to the bill(s) you have selected to pay. You will need to at least select the bank account you want these bills to be paid from. Similar to other Payment Transactions, you can also enter the payment method, reference number, and line-item descriptions for each bill.
You can also adjust the values here to their appropriate amounts. By default, the remaining balance of each bill will be automatically populated.
In my example, we are making a partial payment of $5,000 for the first invoice and a full payment on the second one.
Review the transaction and click the Save & Close button when ready.
5. You will return to the Bill screen, showing only your vendors where there is an open invoice. To see all invoices, regardless of status, you can use the filter button and choose All Statuses. The status will be listed for each row's invoice. You can also filter by a date range as well.
