Bills
A bill records what a vendor has invoiced you for. In BusinessHRM every bill is created from a purchase order — the bill inherits the vendor, line items, discount and taxes from that PO. You then pay the bill down with vendor payments and, if needed, vendor credits.
This item appears if the Purchase module is enabled and your role has the View Bill permission.
How to create a bill
A bill is always tied to a purchase order, so you select a vendor first, then one of that vendor's un-billed POs.
- Go to Purchase → Bills and click Add Bill (or use Convert to Bill from a purchase order).
- Confirm the Bill Number (pre-filled with the next number).
- Choose the Vendor.
- Choose the Purchase Order — only the vendor's POs that don't already have a bill appear here. The bill's line items, discount and tax load automatically from the PO.
- Set the Bill Date.
- Add a Note if needed.
- Save with:
- Save Draft — saves the bill with status Draft.
- Save as Open — saves the bill with status Open (ready to be paid).
Bill fields
| Field | Required | Notes |
|---|---|---|
| Bill Number | Yes | Unique per company; pre-filled. |
| Vendor | Yes | |
| Purchase Order | Yes | Must be a PO with no existing bill. One bill per PO. |
| Bill Date | Yes | Defaults to today. |
| Line items | From PO | Imported read-only from the purchase order. |
| Discount | From PO | Inherited from the PO. |
| Note | No |
The line items, quantities, prices and taxes come from the purchase order and are read-only on the bill — to change them, change the PO before converting.
Line items and totals
The line columns mirror the PO: Description, HSN/SAC (if enabled), Qty, Unit Price, Tax and Amount. Totals are calculated the same way: Sub Total is the sum of line amounts, the Discount comes off the sub total, Tax is calculated per line (before or after discount, as set on the PO), and Total = sub total − discount + tax.
Bill statuses
| Status | Meaning |
|---|---|
| Draft | Saved but not finalised. |
| Open | Finalised and awaiting payment. |
| Partially Paid | Some, but not all, of the total has been paid. |
| Paid | Fully paid. |
Statuses move automatically as you record vendor payments or apply credits.
The bill detail page
The bill opens with Overview and History tabs. The History tab shows a combined timeline of bill events and payments.
From the Overview Action menu you can:
- Edit — available while the bill isn't fully paid (only the bill date, note and status can be changed).
- Download the bill as a PDF.
- View PDF — open the PDF in a new tab.
- Send — email the bill to the vendor.
- Add Payment — record a vendor payment against the bill (shown when the bill is not paid and not a draft).
Permissions
| Action | Permission |
|---|---|
| View bills | View Bill |
| Add | Add Bill |
| Edit | Edit Bill |
| Delete | Delete Bill |
How it connects
Purchase Order → Bill → Vendor Payment. A bill turns a delivered purchase order into something payable. Use Add Payment to pay it (which updates the status to Partially Paid or Paid), and apply a vendor credit to it when a vendor owes you money.