QUICK DRIVING INSTRUCTIONS GUIDE

Transcription

1 QUICK DRIVING INSTRUCTIONS GUIDE Get ready to relax with VeBills You are now reaching the point where all that set-up pays off. By now VeBills is processing your bills and all that remains is to pay them. Once paid VeBills will send your supplier a remittance advice, which details all the invoices you paid or part paid. Finally, no more time wasting filing and looking for invoices for the next seven years. So let s consider the final stage, so you can take time out for that coffee or anything else that spins your wheels. 1 P a g e Copyright 2016 VeBills Ltd. All rights reserved.

2 The Final Steps 5-8, exporting, paying & keeping the bills FINAL STAGE Again the screen shots in the Appendix on page 6 might be helpful if you get stuck: 4. APPROVE INVOICES a) BILLS TAB Find the tab called Bills. The default view of this tab are for bills that fall due in the current month. It does not include invoices that have not yet fallen due, although you can select that option from this page along with other search variations. This section is to help you become familiar with the columns on display: a. PAY Tick Box You tick this when you are ready to pay an invoice or all the invoices due to a supplier. This cannot be selected until the invoice has been approved (refer 1/g below). b. CREDITOR This displays the name of the supplier and provides a warning if any details are incomplete such as their bank account number, address, etc. Simply double click on the suppliers name to add or edit any supplier details. Don t forget to scroll down to the bottom of the page and press the SAVE button. c. REFERENCE This details the suppliers invoice or credit note number. Double clicking on this number will expose the data that has been extracted from the invoice. If required details can be 2 P a g e Copyright 2016 VeBills Ltd. All rights reserved.

3 edited at this point. The paper clip icon to the right of invoice number can be clicked to gain access to the original invoice in pdf form. d. ORDER NUMBER If an order number was entered at the Verify Invoice stage the order number will appear in this column. e. INVOICE DATE Hopefully self-explanatory. f. DUE DATE This is system generated calculated from the invoice date plus the suppliers terms. g. TOTAL This is the total value of the original invoice. h. STILL OWING This will always be the same as the TOTAL unless there has been a partial payment(s) made against the invoice. In which case this column will be the total value of the invoice less payments, resulting in the remaining balance left to pay. i. APPROVE When you are ready to fully pay or process another part payment, tick this box. Unless an invoice is approved it cannot be paid. j. TO PAY This will normally be populated with the total amount of the invoice or the total remaining. If you need to reduce the amount to pay, simply over type the amount. k. METHOD This will display the default method of payment for this supplier which is selected when a new supplier is set up. You do have the option to press the dropdown button and change the method of payment. l. DAYS This displays the number of days overdue for each invoice. 5. EXPORT DATA This process is optional because VeBills will operate on a stand-alone basis. However, if you need to export your data to another accounting program this is where you can do it. a) Find the Export Payable Tab b) Choose the accounting program you would like to export to. (if the program you want to export to is not showing in the dropdown, please send details of the name and version to [email protected] 3 P a g e Copyright 2016 VeBills Ltd. All rights reserved.

4 c) Select the time frame for the data you wish to import into your alternative system or to simple export to Excel. 6. PREPARING TO PAY AN INVOICE To keep this process simple we will focus only paying just one invoice. Off course the same procedure can be followed when paying multiple invoices. a) APPROVE This signals to VeBills that the payment process can commence. If an invoice does not get approved it cannot be paid. b) To PAY AMOUNT Amend the amount to pay if you decide to pay a lessor amount than the total due. c) METHOD Change the method of payment if different from the default. d) PAY TICK BOX Tick the tick box on the left hand side of the screen. This tells Vebills the invoice(s) to pay when the next button is pressed. e) PAY BUTTON Pressing this button in the bottom right corner of the screen will activate the payment process and gather up all approved and ticked to pay invoices by payment type. f) NEW PAYMENT BATCH This displays the details of the amounts to be processed through your bank account. This gives the opportunity to select if a remittance advice is to be sent to the supplier. If no address appears when you select the tick box you will need to go to the Administration Menu and choose Suppliers, then add the address. By pressing the PAY button again will mark the invoice as paid. g) INVOICE PAID This will return you to the Invoice Payables Screen and display the amount still owing on the invoice, which in most cases with be zero. Paid invoices remain in view until the end of the month. h) PAYMENT DETAILS If you want to examine the payment details click on the invoice reference number and you see the payment record details at the bottom of the screen. If there have been a number of payments, they will all be listed there. 7. LINK TO BANK a) Business Banking If you use business banking software you can import the batch of payments, including supplier s bank account and 4 P a g e Copyright 2016 VeBills Ltd. All rights reserved.

5 payment made details directly into your banks software. This eliminates keying and time. b) Internet Banking If you use Internet banking, you will simply add the amounts to pay into your online banking system or draw a cheque. 8. ARCHIVE AND FIND Because VeBills captures your invoice from the start there is no need to shuffle invoices or find a place to file them. Your invoices are always online for whoever needs to access them throughout their entire lifecycle for up to a maximum of 7 years. No mores storage boxes, Yippee! Well done from the Team at VeBills. If you have any further enhancements you would to be added to VeBills please [email protected] Now it s time to get out of that office. 5 P a g e Copyright 2016 VeBills Ltd. All rights reserved.

6 Appendix FINAL STEPS, 5 8 Refer Step 4/a above Selecting an invoice to pay. This cannot be selected until the invoice has been approved. Refer Step 4/b above Edit supplier s details Refer Step 4/c above Invoice reference details 6 P a g e Copyright 2016 VeBills Ltd. All rights reserved.

7 Refer 4/i & 6/a above Tick the approve button mentioned in 1/g above. Refer 6/d above Tick the PAY box in the left hand column.. Refer 6/e above Press the Pay button in the bottom right hand corner 7 P a g e Copyright 2016 VeBills Ltd. All rights reserved.

8 Refer 6/f above This displays the suppliers and the amounts to be paid through your bank account Refer 6/g above This now displays the amount that remains outstanding after completing the payment process, and notes the invoices as PAID. Refer 6/h above A record of the payment details. 8 P a g e Copyright 2016 VeBills Ltd. All rights reserved.

9 Refer 7 above Download a file for the bank 9 P a g e Copyright 2016 VeBills Ltd. All rights reserved.