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@{
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ViewData["Title"] = "Accounts Payable";
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}
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<div class="d-flex align-items-center gap-2 mb-3">
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<a asp-controller="Help" asp-action="Index" class="btn btn-sm btn-outline-secondary"><i class="bi bi-arrow-left"></i></a>
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<nav aria-label="breadcrumb">
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<ol class="breadcrumb mb-0">
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<li class="breadcrumb-item"><a asp-controller="Help" asp-action="Index">Help</a></li>
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<li class="breadcrumb-item active">Accounts Payable</li>
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</ol>
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</nav>
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</div>
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<div class="row g-4">
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<div class="col-lg-9">
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<section id="overview" class="mb-5">
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<h2 class="h4 fw-bold border-bottom pb-2 mb-3">
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<i class="bi bi-info-circle text-primary me-2"></i>Overview
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</h2>
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<p>
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Accounts Payable (AP) tracks money your shop owes to vendors. When you receive a vendor invoice
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for supplies, services, or equipment, you record it in the system as a <strong>bill</strong>.
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The system tracks each bill's status, due date, and outstanding balance so you always know what
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you owe and when it is due.
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</p>
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<p>
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When you make a payment to a vendor, you record it against the bill and the balance reduces.
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This gives you a clear, real-time picture of your upcoming financial obligations and helps you
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avoid late payments — and the late fees or strained vendor relationships that come with them.
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</p>
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<p>
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Bills can be created manually or generated automatically from a received Purchase Order.
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Creating bills from POs saves time and eliminates the risk of data entry errors. You can find
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Accounts Payable under <strong>Accounting › Bills</strong> in the left sidebar.
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</p>
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</section>
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<section id="creating-a-bill" class="mb-5">
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<h2 class="h4 fw-bold border-bottom pb-2 mb-3">
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<i class="bi bi-plus-circle text-primary me-2"></i>Creating a Bill
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</h2>
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<h3 class="h6 fw-semibold mt-3 mb-2">From a Purchase Order (recommended)</h3>
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<p>
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The fastest and most accurate way to create a bill is from a received Purchase Order. Open the
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received PO and click <strong>Create Bill</strong>. The system generates a bill pre-filled with
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all line items, quantities, and prices from the PO — linked to the vendor and expense accounts
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automatically. See the <a asp-controller="Help" asp-action="PurchaseOrders">Purchase Orders help page</a>
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for step-by-step instructions.
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</p>
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<h3 class="h6 fw-semibold mt-3 mb-2">Manually</h3>
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<p>
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To create a bill that is not linked to a PO — for example, a utility bill, a service invoice,
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or a vendor charge that arrived without a matching order:
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</p>
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<ol class="mb-3">
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<li class="mb-2">Go to <strong>Accounting › Bills</strong> and click <strong>New Bill</strong>.</li>
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<li class="mb-2">Select the <strong>Vendor</strong>. The vendor's default expense account and payment terms are applied automatically.</li>
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<li class="mb-2">Enter the <strong>Bill Date</strong> (the date on the vendor's invoice) and the <strong>Due Date</strong> (calculated from payment terms, but you can override it).</li>
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<li class="mb-2">Enter the vendor's own <strong>Reference Number</strong> (their invoice number) so you can cross-reference it if the vendor contacts you.</li>
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<li class="mb-2">
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Add one or more <strong>line items</strong>:
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<ul class="mt-1">
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<li><strong>Expense Account</strong> — the accounting category this cost belongs to (e.g., Cost of Goods Sold, Shop Supplies, Equipment Maintenance).</li>
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<li><strong>Description</strong> — a brief note about what this line covers.</li>
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<li><strong>Quantity</strong> and <strong>Unit Price</strong>.</li>
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</ul>
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</li>
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<li class="mb-2">Add any internal <strong>Notes</strong>.</li>
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<li class="mb-2">Click <strong>Save Bill</strong>. The bill is saved as a Draft.</li>
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</ol>
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<div class="alert alert-permanent alert-info d-flex gap-2 mb-0" role="alert">
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<i class="bi bi-lightbulb-fill flex-shrink-0 mt-1"></i>
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<div>
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Draft bills are not yet in your AP ledger. They do not affect your reported AP balance until
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you mark them as <strong>Open</strong>. This gives you time to review and verify a bill before
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it becomes an official obligation.
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</div>
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</div>
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</section>
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<section id="bill-statuses" class="mb-5">
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<h2 class="h4 fw-bold border-bottom pb-2 mb-3">
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<i class="bi bi-tag text-primary me-2"></i>Bill Statuses
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</h2>
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<p>
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Bills move through the following statuses as they are processed and paid.
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</p>
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<div class="table-responsive">
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<table class="table table-sm table-bordered mb-0">
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<thead class="table-light">
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<tr>
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<th style="width:25%">Status</th>
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<th>What it means</th>
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</tr>
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</thead>
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<tbody>
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<tr>
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<td><span class="badge bg-secondary">Draft</span></td>
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<td>The bill has been entered but not yet verified or posted. It is not in the AP ledger and does not affect your reported AP balance. Can be edited freely.</td>
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</tr>
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<tr>
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<td><span class="badge bg-warning text-dark">Open</span></td>
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<td>The bill has been verified, posted to the AP ledger, and the balance is officially owed to the vendor. Appears in your AP balance and aging reports.</td>
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</tr>
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<tr>
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<td><span class="badge bg-info text-dark">Partially Paid</span></td>
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<td>At least one payment has been recorded against the bill but the full balance has not been settled.</td>
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</tr>
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<tr>
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<td><span class="badge bg-success">Paid</span></td>
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<td>The full bill amount has been paid. The balance is zero and the bill is closed.</td>
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</tr>
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<tr>
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<td><span class="badge bg-secondary">Voided</span></td>
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<td>The bill was cancelled before payment. Voided bills are kept for record-keeping but do not affect your AP balance.</td>
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</tr>
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</tbody>
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</table>
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</div>
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</section>
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<section id="marking-open" class="mb-5">
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<h2 class="h4 fw-bold border-bottom pb-2 mb-3">
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<i class="bi bi-check-circle text-primary me-2"></i>Marking a Bill as Open
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</h2>
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<p>
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When you have verified that a bill is accurate — it matches the goods you received and the
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prices you agreed on — you mark it as Open to post it to your AP ledger.
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</p>
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<ol class="mb-3">
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<li class="mb-2">Open the Draft bill from <strong>Accounting › Bills</strong>.</li>
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<li class="mb-2">Review all line items, the vendor reference number, the bill date, and the due date.</li>
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<li class="mb-2">Click <strong>Mark as Open</strong>.</li>
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<li class="mb-2">The bill status changes to Open and the balance is now included in your total AP balance.</li>
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</ol>
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<p>
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From an accounting perspective, marking a bill as Open records the following entries:
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</p>
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<ul class="mb-3">
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<li>Debits the expense account(s) specified on the bill lines (e.g., Cost of Goods Sold)</li>
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<li>Credits Accounts Payable for the total amount owed</li>
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</ul>
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<div class="alert alert-permanent alert-warning d-flex gap-2 mb-0" role="alert">
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<i class="bi bi-exclamation-triangle-fill flex-shrink-0 mt-1"></i>
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<div>
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Once a bill is marked as Open, its line items are locked for editing. If you discover an
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error after marking Open, contact your bookkeeper before making any adjustments. Incorrect
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changes can affect your financial statements.
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</div>
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</div>
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</section>
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<section id="recording-payments" class="mb-5">
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<h2 class="h4 fw-bold border-bottom pb-2 mb-3">
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<i class="bi bi-cash-coin text-primary me-2"></i>Recording a Payment
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</h2>
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<p>
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When you pay a vendor — whether in full or as a partial payment — you record the payment against
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the open bill. The system supports multiple partial payments on a single bill.
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</p>
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<ol class="mb-3">
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<li class="mb-2">Open the Open or Partially Paid bill from <strong>Accounting › Bills</strong>.</li>
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<li class="mb-2">Click <strong>Record Payment</strong>.</li>
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<li class="mb-2">
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Enter the payment details:
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<ul class="mt-1">
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<li><strong>Amount</strong> — how much you are paying now. Can be less than the full balance for partial payments.</li>
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<li><strong>Payment Method</strong> — Check, ACH / Bank Transfer, Credit Card, Cash, or Wire Transfer.</li>
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<li><strong>Payment Date</strong> — the date the payment was made or will be made.</li>
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<li><strong>Reference Number</strong> — check number, wire confirmation, or ACH batch ID. Always fill this in for non-cash payments to simplify reconciliation.</li>
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<li><strong>Notes</strong> — any additional information about this payment.</li>
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</ul>
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</li>
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<li class="mb-2">Click <strong>Save Payment</strong>.</li>
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</ol>
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<p>
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The bill status updates automatically to <strong>Partially Paid</strong> if a balance remains,
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or <strong>Paid</strong> if the full amount has been settled. From an accounting perspective,
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paying a bill debits Accounts Payable and credits your bank or cash account for the amount paid.
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</p>
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</section>
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<section id="ai-receipt-scanning" class="mb-5">
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<h2 class="h4 fw-bold border-bottom pb-2 mb-3">
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<i class="bi bi-robot text-primary me-2"></i>AI Receipt Scanning
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</h2>
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<p>
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Instead of manually entering a vendor bill, you can upload a photo or PDF of the vendor's
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paper invoice and let AI extract the details automatically.
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</p>
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<ol class="mb-3">
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<li class="mb-2">Go to <strong>Accounting › Bills</strong> and click <strong>Scan Receipt</strong>.</li>
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<li class="mb-2">Upload a photo (JPG/PNG) or a PDF of the vendor's invoice.</li>
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<li class="mb-2">The AI reads the document and pre-fills the vendor, bill date, line items, and amounts into a new draft bill.</li>
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<li class="mb-2">Review the extracted data — correct any fields that were misread — and save the bill.</li>
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</ol>
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<p>
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The uploaded file is automatically attached to the bill so you always have the original
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document on record.
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</p>
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<div class="alert alert-permanent alert-secondary d-flex gap-2 mb-0" role="alert">
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<i class="bi bi-info-circle flex-shrink-0 mt-1"></i>
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<div>
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AI extraction accuracy depends on image quality. For best results, use a well-lit photo
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with the full invoice visible and no obstructions. Always review the extracted values
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before saving.
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</div>
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</div>
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</section>
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<section id="smart-account-categorization" class="mb-5">
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<h2 class="h4 fw-bold border-bottom pb-2 mb-3">
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<i class="bi bi-tags text-primary me-2"></i>Smart Account Categorization
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</h2>
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<p>
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When entering line items on a bill, the system can suggest the correct expense account for
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each line based on the description. After you type or paste a line description and move to
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the next field, AI analyzes the text and suggests the most likely account (e.g., "powder
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coating materials" → Cost of Goods Sold).
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</p>
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<p>
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You can accept the suggestion or override it with any account from your chart of accounts.
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Suggestions are non-binding and do not change anything until you save the bill.
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</p>
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</section>
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<section id="expense-accounts" class="mb-5">
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<h2 class="h4 fw-bold border-bottom pb-2 mb-3">
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<i class="bi bi-folder2-open text-primary me-2"></i>Expense Accounts
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</h2>
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<p>
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Each line item on a bill must be assigned to an <strong>expense account</strong> — an accounting
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category that determines where the cost appears in your financial reports. Common expense accounts
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used in a powder coating shop include:
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</p>
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<ul class="mb-3">
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<li class="mb-1"><strong>Cost of Goods Sold (COGS)</strong> — raw materials, powder coatings, and consumables that go directly into jobs.</li>
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<li class="mb-1"><strong>Shop Supplies</strong> — items used in the shop that are not directly tied to a specific job (masking tape, gloves, cleaning solvents).</li>
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<li class="mb-1"><strong>Equipment Maintenance</strong> — service, repairs, and parts for your oven, sandblaster, and coating booths.</li>
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<li class="mb-1"><strong>Utilities</strong> — gas, electricity, and water bills that power the shop.</li>
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<li class="mb-1"><strong>Rent / Occupancy</strong> — monthly rent or lease payments for your shop premises.</li>
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<li class="mb-1"><strong>Operating Expenses</strong> — general overhead that does not fit another specific category.</li>
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</ul>
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<p>
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The <strong>vendor's default expense account</strong> is set on the vendor record and pre-fills
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each new bill line automatically. For example, if your powder supplier is linked to COGS, every
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bill line from that vendor starts with COGS selected. You can override the account on any
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individual line item as needed.
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</p>
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<div class="alert alert-permanent alert-secondary d-flex gap-2 mb-0" role="alert">
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<i class="bi bi-info-circle flex-shrink-0 mt-1"></i>
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<div>
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Expense accounts are defined in <strong>Settings › Chart of Accounts</strong>.
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If you are unsure which account to use for a particular cost, ask your accountant or
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bookkeeper before posting the bill. Using the wrong account affects your Profit & Loss
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report and can complicate your year-end. See the
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<a asp-controller="Help" asp-action="Settings">Settings help page</a> for information
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on managing your chart of accounts.
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</div>
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</div>
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</section>
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</div>
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<div class="col-lg-3 d-none d-lg-block">
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@{ await Html.RenderPartialAsync("_HelpNav"); }
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<div class="card border-0 shadow-sm sticky-top" style="top:80px">
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<div class="card-header bg-transparent fw-semibold small text-muted text-uppercase" style="letter-spacing:.05em; font-size:.7rem;">On this page</div>
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<div class="card-body p-0">
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<nav class="nav flex-column">
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<a class="nav-link py-1 px-3 small text-body" href="#overview">Overview</a>
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<a class="nav-link py-1 px-3 small text-body" href="#creating-a-bill">Creating a Bill</a>
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<a class="nav-link py-1 px-3 small text-body" href="#bill-statuses">Bill Statuses</a>
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<a class="nav-link py-1 px-3 small text-body" href="#marking-open">Marking a Bill as Open</a>
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<a class="nav-link py-1 px-3 small text-body" href="#recording-payments">Recording a Payment</a>
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<a class="nav-link py-1 px-3 small text-body" href="#ai-receipt-scanning">AI Receipt Scanning</a>
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<a class="nav-link py-1 px-3 small text-body" href="#smart-account-categorization">Smart Categorization</a>
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<a class="nav-link py-1 px-3 small text-body" href="#expense-accounts">Expense Accounts</a>
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</nav>
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</div>
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</div>
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</div>
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</div>
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