Knowledge

Overview

A Bill is a document used to record expenses or purchases from vendors that the company needs to pay. In the Accounting module of GTS Solution, you can create bills manually, set up recurring bills on a schedule, assign Classes for department or project tracking, and approve bills before payment.

This feature is useful when you need to:

• Record vendor invoices for each accounting period
• Automatically generate recurring bills, such as office rent or monthly service fees
• Categorize expenses by department or project using Classes
• Control the bill approval process before paymen

Prerequisites

Before getting started, make sure that:

• At least one Vendor has been created in the system
• If using Class Tracking, the feature has been enabled and Classes have been created in Accounting → Setting → General
• If using the Items tab, products or services have already been created in the system

Add New Bill 

• Step 1 — Open the Bill Creation Form 
  • Go to Accounting from the main menu 
  • Select Bills
  • Click Add New Bill
    
    
• Step 2 — Set Up a Recurring Bill (Optional)

At the top of the form, you will see the Recurring Bill dropdown, which is set to No by default.

If this bill needs to repeat automatically, select the appropriate frequency:

- No: One-time bill, no recurrence

- Every 1 month: Repeat every month

- Every 2 months: Repeat every 2 months

- Every 3–12 months: Repeat based on the selected number of months

- Custom: Define a custom recurring cycle

After selecting a recurring option other than No, the Total Cycles field will appear:

• Enter a number to limit how many times the bill repeats (for example: 3)
• Check Infinity if you want the bill to continue recurring indefinitely

Example 1 — Fixed Number of Cycles

Bill Date: 01/01/2026

Recurring: Every 1 month

Total Cycles: 3

→ The system creates: 

• 1 original bill on 01/01/2026
• 3 recurring bills on 01/02/2026, 01/03/2026, and 01/04/2026

→ Total: 4 bills, all with Not yet approve status

Example 2 — Infinite Recurrence

Bill Date: 01/11/2025

Recurring: Every 1 month

Total Cycles: Infinity

→ The system creates:

• 1 original bill on 01/11/2025
• Recurring bills up to the current month

For example, if the current month is 05/2026, the system generates additional recurring bills from 12/2025 through 05/2026.

→ Future recurring bills will continue to be generated automatically.

Recurring Bill & Class Note:

All recurring bills automatically inherit the Class from the original bill, if a Class was assigned. Newly created recurring bills always start with Not yet approve status and must be approved individually.

• Step 3. Enter Basic Bill Information

The Bill form is displayed in a document-style layout with the following fields.

- Vendor: Select the vendor from the dropdown list.
- Name: Bill title or reference name (e.g., “Office Rent January”)
- Memo: Internal note related to the bill
- Attachment: Attach the original invoice file (PDF, image, etc.) — maximum 1 file
- Class: Select a Class for department/project tracking
- Bill Date: Select the date when the bill was issued.
- Reference #: (Optional) Enter the vendor’s reference number.
- Due Date: Select the date by which the bill should be paid.

Class Note:
The Class field only appears if Use class tracking for transactions has been enabled in Accounting → Setting → General.
A Bill’s Class can only be selected or changed before approval. After approval, the Class can no longer be modified.

• Step 4 — Enter Expense Details (Expenses & Items Tabs)

The form contains two tabs: Expenses and Items.

Expenses Tab

Use this tab to record expenses directly by accounting account.

- Debit Account: Select the account to be debited (e.g., Expense, Marketing).
- Credit Account: Select the account to be credited (e.g., ACB Bank, Accounts Payable).
- Amount: Enter the expense amount for this line.

Click + to add multiple expense lines if needed.

Note: Total Debit must equal total Credit.

Items Tab

Use this tab to record products or services.

- Item: Select the product or service from the item list.
- Description: (Optional) Additional item description
- Qty: Enter the quantity.
- Cost: Enter the unit cost of the item.
- Amount: This is auto-calculated as Qty × Cost.

• Step 5 — Review the Total and Save
  Review the Total amount displayed at the bottom of the form — this combines values from both the Expenses and Items tabs
• Step 6. When you're done, select Save
  
  

  After saving, the Bill will appear in the Bill Management list with Not yet approve status, or with a Recurring badge if recurring settings were configured.

  
  

Approve or Bulk Approve

After a Bill is created, it must be approved before it can be paid. There are two ways to approve Bills.

• Method 1 — Approve Individual Bills: Filter the list by Status = Not yet approve -> select a bill you want to approve and click Approve Payable
  
  

• Method 2 — Bulk Approve Multiple Bills: Filter by Status = Not yet approve -> Select the Bills you want to approve -> Click Bulk Approve
  

After approval, you can filter by Status = Approved to view all approved Bills.

Account Mapping Rules

• Lines in the Expenses tab are mapped directly to the accounts selected on the form
• Lines in the Items tab follow the Expense Default Mapping configuration in Mapping Setup

• If an item matches conditions in Item Mapping Setup, the account in Deposit To will be replaced by the account defined in Expense Account