Navigating the Bills Browser
The Bills Browser is your central hub for viewing and managing all vendor bills. It provides powerful filtering options, a color-coded bill grid, and quick access to creating new bills, managing recurring schedules, and updating bill statuses. This guide covers every part of the screen.
Opening the Bills Browser
To open the Bills Browser, navigate to Financials > Bills from the main menu bar. The Bills Browser opens within the main application window inside the main AccuArk application. You need the FIN_VIEW_BILLS permission to access this screen.
Vendor Filter Panel
The left side of the Bills Browser displays a vendor filter panel. This panel lists all vendors in your system with their active or inactive status.
- All Vendors/Suppliers is listed at the top and is selected by default. When selected, bills from all vendors are shown.
- Click on a specific vendor to filter the bills grid to show only that vendor's bills.
- Inactive vendors appear with a red background and white text so you can quickly distinguish them from active vendors.
- The vendor list is sorted alphabetically by vendor name.
When you select a different vendor, the bills grid refreshes automatically to show only bills for the selected vendor.
Status Filter
Above the bills grid, a status dropdown lets you filter bills by their current status. The available options are:
- All — Shows all bills regardless of status (default)
- New — Bills that have just been created
- Unpaid — Bills that have a remaining balance and are not yet overdue
- Paid — Bills that have been fully paid
- Overdue — Bills whose due date has passed without full payment
- Canceled — Bills that have been cancelled
- Overpaid — Bills where payments exceed the bill amount
The status filter works in combination with the vendor filter and date range, so you can narrow down to very specific sets of bills.
Date Range and Presets
The Bills Browser includes a date range filter with start and end date pickers. You can type a custom date range or use one of the preset buttons for common time periods:
| Preset | Date Range |
|---|---|
| Today | Current day only |
| This Week | Monday through Sunday of the current week |
| This Month | First day through last day of the current month |
| This Quarter | First day through last day of the current quarter |
| This Year | January 1 through December 31 of the current year |
| All Time | No date restriction, shows all bills (default) |
The default selection is All Time, meaning no date filter is applied when you first open the screen. Changing the date range or selecting a preset automatically refreshes the bills grid.
Location Filter
A location dropdown lets you filter bills by business location. You can select a specific location to see only bills assigned to that location, or leave it on the default to see bills across all locations you have access to. The location filter respects your user location access permissions, so you only see locations you are authorized to view.
Bills Grid
The main area of the Bills Browser is occupied by the bills grid, which displays one row per bill. The grid includes the following columns:
| Column | Description |
|---|---|
| Bill ID | The unique identifier for the bill |
| Vendor | The vendor or supplier name |
| Amount | The total bill amount |
| Balance | The remaining amount due after payments |
| Bill Date | The date the bill was entered or received |
| Due Date | The payment due date |
| Location | The business location the bill is assigned to |
| Entered By | The name of the user who created the bill |
| Status | The current bill status with smart display |
The Status column displays enhanced status text for unpaid bills that are approaching their due date. Instead of just showing "Unpaid," the column shows "Due today" when the due date is today, or "Due in X days" when the due date is within the next 14 days. This smart display helps you prioritize bills that need immediate attention.
Color Coding
When the "Use Color Code for Rows" checkbox is enabled, each row in the bills grid is color-coded based on its status. This provides a visual overview of your bills at a glance. You can toggle color coding on or off at any time using the checkbox above the grid.
Toolbar Buttons
The toolbar at the top of the Bills Browser provides quick access to common actions:
- New Bill — Opens a blank bill form to create a new bill. Requires the FIN_CREATE_BILL permission.
- Refresh — Reloads the bills grid with the current filters applied. Always visible.
- Recurring — Opens the Recurring Bill Schedules form. Requires the FIN_MANAGE_BILL_SCHEDULE permission.
- Update All Bill Statuses — Scans all bills and updates statuses automatically (for example, marking overdue bills). Requires the FIN_CREATE_BILL permission.
Buttons that require permissions you do not have are hidden from the toolbar.
Pagination
The bills grid uses pagination to manage large numbers of bills. By default, the grid loads a set number of records based on your application settings. As you scroll to the bottom, additional records load automatically. This lazy-loading approach keeps the screen responsive even when you have thousands of bills.
Opening a Bill
To open a bill for viewing or editing, double-click on any row in the bills grid. This opens the Bill Form with the selected bill loaded. From there you can view bill details, record payments, cancel the bill, or print it.
What to Read Next
- Creating a New Bill — Step-by-step guide to entering a new bill
- Understanding Bill Statuses — Learn what each status means and when it changes
- Bill Status Color Coding — Reference guide to the color palette
- Date Range Filtering and Presets — More detail on using date filters effectively