Creating a New Bill
This guide walks you through every step of creating a new vendor bill in AccuArk, from opening the form to saving the completed bill.
Opening the New Bill Form
There are two ways to create a new bill:
- From the Bills Browser — Click the New Bill button on the toolbar. This opens a blank bill form.
- From the Main Menu — Navigate to Financials > New Bill if available in your menu configuration.
You need the FIN_CREATE_BILL permission to create new bills. If you do not have this permission, the New Bill button will not be visible.
Required Fields
Before you can save a bill, the following fields must be completed:
- Vendor — Select the vendor or supplier this bill is from
- Amount — Enter the total bill amount
- Bill Date — The date the bill was received or entered
- Due Date — The date by which payment should be made
- Location — The business location this bill is assigned to
Entering Bill Details
Selecting a Vendor
The vendor dropdown lists all vendors in your system. Start typing a vendor name to filter the list, or scroll through the dropdown to find the vendor. If the vendor you need does not exist, you will need to create the vendor record first under Vendors and Inventory before creating the bill.
When a bill is created from a purchase order, the vendor is pre-selected and the vendor dropdown may be locked to prevent changes.
Bill Date
The bill date defaults to today's date. You can change it to the actual date printed on the vendor's bill or the date you received it. Use the date picker or type the date directly.
Due Date
Set the due date based on the vendor's payment terms. Common terms include Net 15, Net 30, or Net 60. The due date determines when the bill becomes overdue and affects the status display in the Bills Browser.
Bill Amount
Enter the total amount of the bill in the Amount field. This should be the full amount before any payments. The system accepts decimal values for precise amounts.
Returns
If there are any returns or credits associated with this bill, enter the amount in the Returns field. The returns amount reduces the effective balance of the bill.
Reference Number
The Reference field lets you enter the vendor's invoice number, PO number, or any other reference identifier. This is optional but recommended for matching bills to vendor statements.
Location
Select the business location this bill should be assigned to. The location dropdown shows all locations you have access to. Choosing the correct location is important for location-based reporting and access control.
Notes
The Notes field provides space for any additional information about the bill. Notes are saved with the bill and visible when the bill is opened later. Common uses include recording the reason for the bill, special terms, or internal reference information.
Saving the Bill
Once all required fields are completed, you have two save options:
Save and Close
Click Save and Close to save the bill and return to the Bills Browser. The new bill will appear in the bills grid with a status of New.
Save and New
Click Save and New to save the current bill and immediately open a new blank bill form. This is efficient when you are entering multiple bills in sequence. The vendor and location from the previous bill are not carried over — the new form starts blank.
After Saving
Once saved, the bill is assigned a unique Bill ID and appears in the Bills Browser. The bill's initial status is New. From here you can:
- Record payments against the bill
- Cancel the bill if it was entered in error
- Print the bill for your records
- View the bill in reports
The bill balance is calculated as the Amount minus any Returns and Payments. A new bill with no payments will show a balance equal to the amount minus returns.
What to Read Next
- Editing and Updating a Bill — Make changes to an existing bill
- Recording Payments on a Bill — Record your first payment
- Understanding Bill Statuses — Learn how the bill status changes over time