Record and Manage Bills and Expenses

Use a bill when Besa owes a vendor and payment will occur later. Use a direct expense when the purchase was already paid from a bank, cash, or credit-card account. Keeping these workflows separate protects Accounts Payable, the payment register, and bank reconciliation.

📚 Resources Needed

• Accounting Portal
• Vendor bill, invoice, receipt, or other approved proof
• Vendor, document number, transaction date, due date or payment date, line descriptions, amounts, GL accounts, payment account if already paid, and reference

✅ Before You Start

• Confirm the legal entity under WORKING IN.
• Search Bills, Expenses, and the reference number to prevent duplicates.
• Decide whether money is still owed. If yes, enter a Bill. If already paid, Record expense.
• Confirm the vendor and selected GL account represent the real counterparty and purchase.

⚠️ Do not enter the same purchase as both a Bill and an Expense. Paying an existing bill must use the bill-payment workflow, not a new expense.

🚀 Tips & Tricks

• Use the vendor’s document number as the Bill number when available.
• Split multiple services across separate lines when they belong to different GL accounts.
• The portal calculates the total from all lines; compare it to the source document before saving.
• Attach the source bill or receipt to the record. The file should show the vendor, date, amount, and reference when applicable.
• If a transaction belongs to a provider payment run, follow the Provider Payments SOP rather than creating a manual duplicate bill.

📘 Part 1 — Enter an Unpaid Bill

1. Open Bills & expenses and select the Bills tab. Search by vendor, bill number, and amount.
2. Select ＋New bill.
3. Enter Bill number. Select the existing Vendor or create a new vendor only after confirming none exists.
4. Enter the Bill / invoice date and Due date.
5. For each service line, enter the Description, Amount, and the debit GL account. Use Add another service line when the bill spans categories.
6. Confirm the displayed Bill total equals the source document. Accounts Payable is credited automatically; do not add a separate A/P line.
7. Under Bill document, select the proof type and upload the vendor bill or approved support. Confirm the filename appears.
8. Select Save bill. Locate the new bill in the Bills list and confirm number, vendor, dates, open balance, and status.

📘 Part 2 — Record an Expense Already Paid

1. Open Bills & expenses and search Expenses and Bill payments for the reference.
2. Select ＋Record expense.
3. Select the Vendor. Enter the Payment date.
4. Select Paid from using the actual bank, cash, or credit-card account.
5. Enter the optional check number or trace ID in Reference and a concise Memo.
6. Enter each purchase Description, Amount, and debit GL account. Add lines for different categories.
7. Compare Expense total to the receipt or proof.
8. Attach the receipt, invoice, or other proof and confirm the file appears.
9. Select Save expense. Confirm the Expense and payment register show the correct vendor, account, amount, date, and reference.

📊 Bill and Expense Status Guide

⚠️ Exceptions and Corrections

A bill was entered after it was already paid

Do not record a new expense. Open the bill and use the approved bill-payment process so Accounts Payable is cleared and the payment register is correct.

The amount or GL account is wrong

If the record has not been paid or reconciled, use the edit workflow and recheck all lines. If it is already paid or audit-locked, use a reversal or correction; do not delete the original evidence.

The proof upload fails

Keep the same transaction. Retry the file after confirming its type and size. If the record saved without proof, submit Support with the transaction number and filename; do not enter the transaction again.

🛠 Troubleshooting

• If Save bill or Save expense does not work, check vendor, dates, each line amount, and each GL account.
• If the total is wrong, review every line and remove any accidental blank or duplicate line.
• If the vendor is missing, search alternate spelling and confirm the entity before creating a new vendor.
• If the payment account is missing, stop and confirm the financial account is configured; do not select an unrelated account.

✅ Completion Check

• The purchase exists once—as either a Bill or Expense.
• Vendor, number, dates, account, lines, and total match the source.
• The proof opens from the saved transaction.
• Open balance or payment status matches the real state.
• The transaction appears in the correct register and GL context.

If you have any questions, something does not match what you see, or you need more information, please reach out to Support.