Bills Overview
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Bills Overview
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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:
Bills main page
Purchase Orders main page
Individual Purchase Orders
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, accessed via the Inventory Section of the Homepage. With the clickable icons next to the search box, you can filter Bills by date or download a CSV file of Bills.
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:
- Bill total
- All entered Vendor and billing details
- All entered Bill Line Item details
- All uploaded files
- Here you can upload files and delete files
- "Edit Bill" button to edit the Bill
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.
Here is a video showing you around some Bill integration menus
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.
Youtube video:
Masterclass on Purchase Orders, Billing, & Outsourcing
Video Explanation of Inventory, Purchase Orders, and Bills (Bills explanation starts around the five minute mark of the video)
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