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The 'Bills In' sub-tab is where you add and manage all your project supplier/contractor invoices which RAVE refers to as Bills.
  
As with our Purchase Order page, there are multiple options to add a supplier bill to a project.  The most common way is by clicking on the project's 'Bills In' sub-tab, and scrolling down to the 'Purchase Orders Ready to Convert to Bills' section.  

This article covers all of these options, you can scroll down the page to find the section you're after, or click on any of the links below for the FAQ of that section specifically:



Receive Bills into RAVE via the 'Bills In - Purchase Orders Ready to Convert to Bills' option

To receive bills via the 'Bills In - Purchase Orders Ready to Convert to Bills' option:

  1. Click on the project's 'Bills In' sub-tab
  2. From the bills in page, scroll down to the 'Purchase Orders Ready to Convert to Bills' section
  3. Find the Purchase Order you want to convert, then click on it's 3 dot action dropdown (over to the right of that line), and select 'Add a Bill'

    This will open the 'Add a Bill' page 

     
  4. The Supplier/Contractor name will populate from the Purchase Order automatically, along with the Category and Line item information. From here you can fill in the other fields and details to accept the bill in

    - Enter the Suppliers' Bill/Reference number - you should use the bill reference number/name from your supplier.  If this is an internal bill, you can also click the 'Generate' bill reference button, for RAVE to create this for you: 

    - Select the Billed Date

    - Select the Due Date
    - Select the appropriate 'Amounts are' tax selection

    - Add their bill (attachment) by clicking on the 'Click to select file(s) for upload, or drag and drop them here' cloud icon

    - And check the Line Item pricing matches their bill - you can edit the line details via the 'pencil' edit icon if required

  5. Once you're happy that the bill information is correct, click the 'Approve' button to add your bill.  

    If you are connected to Xero this will send your bill to Xero as a draft item.

    NOTE: You can change the supplier name if the bill has actually come from a different supplier i.e. you ordered from Carters but the materials came from ITM due to stock issues.


  6. You will be returned to the project's 'Bills In' screen, where your new bill entry will be displayed.  You will then have the option to:

    - Edit the bill via that lines' 'pencil' edit icon 

    And via the 3 dot action drop-down (to the right of the pencil icon), you can:

    - Add a payment
    - Copy to a (supplier) credit note
    - Or cancel the bill  


    NOTE: On the 'Bills In' page, you can find all of your supplier bills (and credit notes) and the various states (Status) of unpaid, partially paid, and paid.

    If you are using RAVE's Xero syncing option your bills, and credit notes will be auto-marked as paid once you reconcile them in Xero.  If you are not using RAVE's Xero syncing, you will need to add a payment and payment date via the 3 dot action drop-down.  If you have partial payments, you can add these here too.  

    Once a payment is loaded, you can open the bill, and see that RAVE tracks all payments at the bottom left of the bill.


    Receive Bills into RAVE via the 'Bills In - Add a Bill' button

    You can also receive bills in via the 'Bills In - Add a Bill' button, you can get started by:

  7. Clicking on the project's 'Bills In' sub-tab
  8. Then click on the 'Add a Bill' button at the top right of the screen

    This will open the 'Add a Bill' page



  9. You have the ability to pre-load previously saved information, by selecting one of the 'Load From' selections - located at the top left of the page
    • Quote - allows you to populate information from a previously accepted quote
    • Purchase Order - allows you to populate information from a previously created purchase order
    • Template - select a previously saved bill template 

      If none of the above options apply, leave the preselect as purchase order and fill in the required fields and other details to accept the bill in

      - Select the Supplier/Contractor
      - Enter the Suppliers Bill/Reference number - you can click the generate button if you'd like RAVE to create this for you for internal bills otherwise you should use the bill reference number/name from your supplier
      - Select the Category
      - Select the Billed Date
      - Select the Due Date
      - Select the appropriate 'Amounts are' tax selection

  10. Add their bill (attachment) by clicking on the 'Click to select file(s) for upload, or drag and drop them here' cloud icon
  11. Click the 'Add a Line Item' button to add in each of the bill's line item details, completing the following details for each line:

    Code - a product inventory shortcut code, if previously loaded, this will fill in many of the following fields 
    Description - of this bill or bill line 
    Cost Centre - the project this portion of the bill is to be charged to
    Category - the category this bill is to be charged against - also ensures your back costing report is correct 
    UOM (Unit of Measure) i.e. each
    QTY (Quantity) - the number of units
    Cost Price - your per-item cost
    Markup - if required i.e. if you are on-charging this bill, you can add a markup 
    Sell Price - will auto-calculate from the QTY, Cost Price and Markup - or manually enter a Sell Price here to calculate the Margin
    Tax Rate - if applicable i.e. 15% GST     

  12. Then click the SAVE button to confirm your line entry

  13. Repeat the above steps to add the next line(s) until every single item and total item value of that bill has been added

  14. Once all of the bill's charges have been accounted for, you can then click the 'Approve Button' to load that bill entry.

    This will load the bill and take you back to the project's 'Bills In' sub-tab, where this new bill entry will be displayed.  

    If you are connected to Xero this will also send your bill to Xero as a draft item.


    Create a Supplier Credit Note via the 'Bills In' sub-tab


          To create a supplier Credit Note from the 'Bills In' page:

  1. Click on the 'Add a Supplier Credit Note' button - next to the 'Add a Bill' button - to the top right of the 'Bills In' page

    This will open the 'Add a Supplier Credit Note' screen 


  2. You'll see that RAVE will auto-generate a Credit Note number, you can then choose to either

    - Select an Associated Bill via the 'Associated Bill' drop-down to the top right of this page to auto-populate already completed fields, completing the remaining details
    - Or create a one-off credit note from scratch - filling in     the following fields as required

    - Select the Supplier/Contractor
    - Select the Category
    - Set the Issued Date - this will default to today's date
    - Select the appropriate 'Amounts are' tax selection 
    - Add any attachments by clicking on the 'Click to select file(s) for upload, or drag and drop them here' cloud icon
    - And click the 'Add a Line Item' button to add each of the line items

  3. Once all of the necessary details have been added, you can then click the 'Approve' button to load that credit note.

    This will load the credit note and take you back to the project's 'Bills In' sub-tab, where this new credit note entry will be displayed.

    If you are connected to Xero this will send the credit note to Xero as a draft to approve and send to your supplier.

    NOTE: In RAVE a credit note is entered as a positive line item NOT a negative. If you need to charge a restocking fee or other 'charge' onto the credit note, you enter that as a negative dollar value.