Outstanding bills
The bills on bill-wise ledgers of the chosen books: what each bill was for, how much has been settled, what is still outstanding and how overdue it is.
Outstanding bills
A bill-wise ledger (a customer's, a vendor's or a broker's account, for example) tracks each amount owed as a separate bill. This tab lists those bills for one set of books, with what has been settled against each one, what is still outstanding, and how late it is. Use it to see who owes what, and which bills are overdue.
Where to find it
Open Accounting > Vouchers in the sidebar and choose the Outstanding bills tab. The Outstanding bills on this ledger link on the Ledger report and the bill counts on the Ageing report also bring you here.
You need the View permission on Vouchers and the View permission on Books, as for the Vouchers list. The Books switcher at the top right chooses whose bills you see.
Before you start
Bills exist only on ledgers marked Bill-wise on the Ledgers tab of the chart of accounts. A bill is opened when a voucher posts a New Ref on such a ledger: a demand being issued, a commission being approved, a tenant benefit being accrued, or a manual voucher.
What you see
Above the grid you have:
- Search: part of the bill number, or the ledger's name or code (placeholder "Search by bill number or ledger").
- A settled filter: Open bills (the default), Settled bills or Open and settled.
- A side filter: Receivable and payable (the default), Receivable (Dr) or Payable (Cr).
- A ledger filter that lists bill-wise ledgers only (placeholder "Any bill-wise ledger").
- Overdue on: shows only open bills whose due date falls before the date you pick.
- Age as of: the date the ageing is measured from. Left empty, it is today.
The grid columns:
| Column | What it shows |
|---|---|
| Bill / ledger | The bill number with a Dr badge (someone owes you) or Cr badge (you owe someone), and the ledger as "code · name" underneath. |
| Party | The person, company or society member the ledger belongs to (a member as "<name> (<membership no>)"), or "—" for a ledger with no party, with "Booking <no> · unit <no>" underneath when the bill belongs to a booking. |
| Dates | The bill date, with "Due <date>" underneath (or "Due —" when the bill has no due date). |
| Original | The amount the bill was opened for. |
| Settled | How much has been settled against it so far. |
| Outstanding | What is still owed. |
| Ageing | Settled for a settled bill. Otherwise a badge: Not due, 1-30 days, 31-60 days, 61-90 days or 90+ days, followed by "<n>d overdue" once it is past due. |
| Voucher | The number of the voucher that opened the bill, as a link ("Draft" while it has no number, "—" when there is none). |
The list opens sorted by due date, earliest first. Click a column title to sort by it. When nothing matches, the grid reads "No bills match".
What you can do
Open voucher
Click the number in the Voucher column to open the Voucher that opened the bill.
- Who: anyone who can see this tab.
Bills are never edited here. A bill is opened, settled and reopened only by posting vouchers:
- to settle a bill, post a voucher with an Against Ref allocation on the same ledger (a receipt settles a customer's bill, a payment settles a vendor's bill). See New voucher;
- reversing the voucher that settled a bill reopens it.
Statuses
A bill is either open or settled:
- Open: something is still outstanding.
- Settled: the outstanding amount has reached zero. The bill moves back to open if a voucher that settled it is reversed.
Things to know
- How "Outstanding" is worked out. It is the original amount less every Against Ref allocation on posted vouchers that settles it. Money recorded as Advance or On Account isn't tied to any bill, so it doesn't reduce any bill's outstanding until it is allocated against one.
- How the ageing is worked out. Days overdue are counted from the bill's due date to the Age as of date (today unless you pick one). A bill without a due date is always Not due.
- "Age as of" moves only the ageing, not the amounts. Outstanding always shows today's figure, including settlements dated after the date you picked. It is not a picture of the bills as they stood on that date.
- Links from other reports don't pre-filter the ledger. When you arrive from the ledger report or the ageing report, the tab shows every open bill. Pick the ledger again in the ledger filter.
- Sorting by Party orders the bills by booking number.
- The ageing labels here ("1-30 days", "90+ days") are written slightly differently on the Ageing report ("1–30 days", "Over 90 days"). They are the same buckets.
Related
Related
- VouchersScreen
Every voucher in the chosen set of books (drafts, posted, reversed and cancelled), with filters and the menu to start a new voucher.
- VoucherScreen
One voucher with its lines and bill allocations, its reversal links, its history, and the actions to post, reverse, cancel or delete it.
- New voucherScreen
Enter a manual voucher (receipt, payment, journal, contra, sales, purchase, credit note or debit note) with its lines and bill allocations, and save it as a draft or post it straight away.
- AgeingScreen
What each party owes you (receivables) or you owe each party (payables), split by how overdue the open bills are, with CSV export.
- LedgersScreen
Every ledger of the chosen set of books, as a grouped tree or a flat list, with the actions to add ledgers and party ledgers, edit or retire them, and open a ledger's report.
- Party ledgers, bill-wise tracking and ageingConcept
A party ledger is the bill-wise ledger a set of books keeps for one buyer, society member, channel partner or vendor, created on first use with a generated code; every posting on it is allocated as New Ref (opens a bill), Against Ref (settles one), Advance or On Account, so the books know what each bill still owes and how overdue it is.
- Settle bills bill-wiseHow-to
Pay or receive against a particular open bill on a bill-wise ledger with an Against Ref allocation, park money that has no bill yet as Advance or On Account, and check the result on Outstanding bills and the Ageing report.
- Ledger reportScreen
The ledger of one account between two dates: opening balance, every posting with a running balance, and closing balance, with CSV export.