Adding, modifying, and deleting a bill

This article will walk you through the process of creating, modifying and deleting a bill.

1. Adding a new bill

In Scoro, you can create a new bill in multiple ways:

• From scratch – open the Purchases module > Bills tab and click the + New button.
  
• From a purchase order – instead of creating a bill completely from scratch, creating a bill straight from a purchase order will ensure that most of the bill details will already be filled out for you. Just go to the list of purchase orders, open the purchase order you would like to add a bill to, and click Create bill. You can also create a partial bill if some of the goods arrive earlier, for example, and add another bill when the order has been filled. 
  
• From the project view – In the project detailed view, open the Finances tab, scroll down to the Bills section, and click the New bill button. By doing it this way, the bill will be automatically linked to that project.
  
• From the client view – open the contact view, scroll down to the Bills section, and click the New bill button. This way, the client's details will be automatically filled out on the bill.
  

Regardless of which way you’re creating the bill, the bill modify view will open, and you can start filling out the bill details.

1.1. Adding the general details

In the top part of the bill, you can fill out the general details:

• Issuer and contact person – enter the person you want to send the purchase invoice to.
  • If the issuer/contact person is already in your database, Scoro will display the matching contact people based on what you’re typing. Only contacts with the Display in supplier list checkbox enabled on their contact card are displayed in the matching contacts list.
  • If no match is found, you can click the plus icon to add this contact person as a new contact to your database after saving the bill. Make sure to fill in all the relevant contact card details to have the complete information in your database for future use.
    
• Enter the Invoice No. from the supplier’s invoice, due date, payment method, currency, and, if present, a reference number.
• If you link the bill to a project, it will also be visible in the project detailed view’s Finance tab and will allow you to get reporting on the project.

1.2. Adding products and pricing details

Below the general bill details, you can add the products and their pricing details.

You can add products from your product database or entirely new products from scratch. When you add products already in your database, the prices and units are automatically populated, but you can modify these details if necessary.

Learn more about adding products and services.

Each product has a description, and you can even enable a secondary description field if needed. For example, you could use one field to describe the product and dedicate the other to return policy information.

To activate the secondary description field:

1. Go to Settings > Sales and finance > General.
2. Enable the Use secondary product/service description on lines checkbox.

As you add products to your bill, you can use the action buttons on the left side of the product rows and below all products to structure the bill to your liking:

• Add subheadings to group the products on your bill, making longer bills easier to view.
• Reorder the bill lines by using the drag and drop icon.

If accounting objects are enabled on your site, you can link them to products to have reporting by accounting objects and groups.

To see the margin, enter the expenses for each product line. 

Tax rate and discount can also be line-based. Click on the percentage icon to open the discount calculator.

Once you’ve filled out the bill details, click Save to finish creating your bill and open the bill detailed view.

If you’ve created a bill from a purchase order, it will be visible in the respective purchase order’s detailed view, under the Bills section.

After you’ve created a bill from a purchase order, Scoro will also automatically set the purchase order to:

• Received/Completed – if the bill fully matches all PO line items and their values.
• Partially Settled – if the bill only includes some of the PO line items, or you modify their total value.

2. Attaching the supplier's invoice to a bill

To attach the supplier’s invoice to a bill:

1. In the bills list, click on the relevant bill to open the bill detailed view.
2. In the Files section, click the Add file button and upload the supplier’s invoice.

3. Modifying a bill

To modify a bill, open the bill detailed view and click Modify. Please note that you can only modify data that doesn't affect the final sum of the bill.

4. Deleting a bill

To delete a bill:

1. Open the bill detailed view.
2. Click Modify, then click the Delete button and confirm the deletion.

5. Advanced settings related to bills

5.1. Default number of document lines

You can choose how many product lines to include by default when creating a new bill:

1. Go to Settings > Sales and finance > Purchases.
2. In the Initial quantity of document lines dropdown field, select the number of lines you want to include when creating a new bill.