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      Bills - Overview
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        Bills - Overview

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          Article summary

          A Bill is a document received from a company that is requesting payment from you. Typically the bill will include the items being billed for, when to pay the bill, and the total amount due.

          Using Steelhead's Bills feature allows you to manage payments to vendors. Bills can be created, edited, linked to Purchase Orders, synced to integrated accounting software, etc.

          Bills vs. Bills of Lading:
          • Vendor Bills should not be confused with bills of lading
            • These are shipping costs for parts on the way out of your plant
          • They also should not be confused with Billed time
            • This is information about part transfers that Steelhead tracks automatically

          Creating a New Bill

          Bills can be created from multiple different locations in Steelhead:

          1. Bills main page
            Screenshot 2024-04-09 at 5.43.50 PM.png

          2. Purchase Orders main page
            Screenshot 2024-04-09 at 5.42.19 PM.png

          3. Individual Purchase Orders
            Screenshot 2024-04-09 at 5.54.30 PM.png

          Entering Bill Information

          The easiest way to create a bill is directly from a Purchase Order. If done this way, many fields will auto-populate based off of Purchase Order information, and it will save time.

          For more info about this specific data, see our Entering Bill Information documentation page.

          After a Bill is Created

          Once a bill has been created, there are multiple actions that can be performed. The actions consist of viewing, editing, finalizing, and archiving/voiding the bill. These actions can all be performed from the main Bills page.

          Screenshot 2024-04-10 at 12.36.26 PM.png

          Viewing a Created Bill

          All created bills can be viewed on the main Bills page. From there, you can click on any bill number to view more details about the individual bill.

          The information displayed on individual bills pages:

          Screenshot 2024-04-10 at 1.12.00 PM.png

          Editing a Bill

          Bills can be edited from the main Bills page, individual bill pages, and associated purchase order pages.

          Editing a bill is similar to creating a bill. All fields and buttons are the same.

          Editing Finalized Bills

          Bills cannot be edited once they are finalized.

          Finalizing a Bill

          Before finalizing a bill, make sure every detail is correct. Once a bill is finalized, it cannot be edited.

          To finalize a bill, click the Finalize Bill icon (in the Actions column) on the main Bills page or use the "CREATE BILL AND SYNC" button when creating/editing a bill.

          Syncing Bills to Accounting Software
          • If an accounting software is integrated with the Steelhead domain, finalizing a bill will sync the bill to the accounting software. If the bill failed to sync, an icon will show "not yet recorded in accounting software"
          • Bills, and purchasing materials, will be realized in accounting as an expense. For bills to sync correctly from Steelhead to accounting, there needs to be an expense-type GL account for purchases to be realized against

          Archiving/Voiding a Bill

          Once a bill is archived, it cannot be unarchived. Archiving a bill is equivalent to voiding the bill.

          To view all archived bills, click the "View Archived Bills" link in the top right corner of the main Bills page.

          Video Explanation of Inventory, Purchase Orders, and Bills (Bills explanation starts around the five minute mark of the video)

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