How do I Enter a Bill/Payable to be Paid

How do I Enter a Bill/Payable to be Paid

Entering a Bill/Payable

When a bill is received by an outside vendor to be paid, it is entered in darwin Cloud as a payable. This article will review entering and posting the payable for a bill.

To enter a payable or bill due to a vendor, supplier, etc., use the steps below:

  1. Click the Bills menu
  2. Click Enter bills submenu

The payable screen will populate and provide you two options:

  1. Click search for a bill already in the system
  2. Click new to add a bill

Use search to find a previously entered bill and click the duplicate button to make a copy of a prior bill. You can modify the prior copy / adjust the date / post

Creating a New Payable, if not already in the system

  1. Go to Bills
  2. Go to Enter bills submenu
  3. Click the new button
  4. Choose company from the dropdown list
  5. Click the magnifying glass button to look for the vendor
    • a new window will appear, type some portion of the vendor name on the name field then click search, user can use the dropdown box to limit the types of vendor in the search results
  6. Select the voucher type from the dropdown list
  7. Enter the order date using the calendar button or by typing
  8. Click the start new button when done
  1. Enter the memo to appear on printed check (optional)
  2. Choose the term from the dropdown list (optional)
  3. Enter the inv / PO# (optional)
  4. Select if the supplier needs a 1099 using flag 1099 from the dropdown list

Entering a Bill for One Office and One Account

If the payable is made up of different Offices and GL Accounts, skip this step and go to next step: Entering a Bill with Multiple Offices or GL Accounts.

  1. Click "click here to add a new row"
  1. Choose the office on office agent field
  2. Choose the account from the dropdown list

you can start typing the gl account number OR the gl account description and darwin will find the account for you either way

  1. If the office field is filled in on the vendor information, office will auto populate
  2. If the account field is filled in on the vendor information, account will auto populate
  3. Tab to description, cursor appears after populated description, type more detail for each line item charged
  1. Tab to fill in dollar amount
  2. Click in the property field, if bill pertains to a specific property (optional)
    • in the popup window, begin to type the property address to search for the property linked to this expense
  3. Select the division from the dropdown list (optional)
  4. Tab to the next line and repeat until "click here to add a new row" appears
  5. Click the save button if you want to save what you have done and finish later
  6. Click the post button if you are done
    • The post button does save and post with 1 click
    • Payable is now posted and complete

Entering a Bill with Multiple Offices or GL Accounts

If the payable has multiple charges that must be broken down into multiple offices and/or accounts, enter them per line. Enter all line item charges until the balance due totals the bill amount.

  1. Click the office agent field, select the office from the dropdown list
  2. Hit tab then select the account  from the dropdown list
  3. Hit tab, cursor appears after populated description (Vendor Code), type more detail for each line item charge
  1. Tab to fill in dollar amount of line item charge
  2. Click in the property field, if bill pertains to a specific property (optional)
    • in the popup window, begin to type the property address to search for the property linked to this expense
  3. Select the division from the drop-down menu (optional)
    • Tab to the next line and repeat until "click here to add a new row" appears
  1. Click " click here to add new row" to repeat the above steps to add each line item charge
  2. Check that the balance due matches the total invoice amount
  3. Click the save button if you want to save what you have done and finish later
  4. Click the post button if you are done
    • The post button does save and post with 1 click
    • Payable is now posted and complete

To pay this payable, please review, How do I Print a Check for a Bill that is Already Entered.

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