To receive bills in 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 and select 'Add a Bill'

     
  4. The Supplier/Contractor name will populate from the Purchase Order automatically, along with the Category/Subcategory 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 invoice - 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.  

    Bulk adding your Categories, Subcategories and/or Chart of Accounts


    If you need to add or update your estimate categories and/or Chart of Accounts to multiple lines, you can select the tick box on the left hand side of your line items for the relevant lines and bulk add your categories/chart of account code.




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