You will need the Full Write Accounting permission to perform this action.
When your church receives a bill it will pay later, add it as a payable. Accounts payable is money your church owes but hasn't paid yet. Each bill shows as a liability in your chart of accounts until you pay it.
Add a bill
Go to Accounting > Payables in the left-hand menu.
Click Add New at the top of the page. The Add Payable window opens, with General and Files tabs.
Fill in the fields described below.
Under Line Items, choose the Account/Fund and enter the Amount for each line on the bill.
Click Save. To add several bills in a row, check Keep open to add another first.
General tab fields
Account - the payables account for this bill. This field is required. Only accounts with Use as payable? checked in your chart of accounts appear here. See What do the account options mean?. Saving the bill increases this account's balance.
Reference - an optional reference or invoice number from the bill.
Memo - an optional short description of what the bill is for.
Bill Date - the date on the bill. This field is required.
Terms - when payment is due: None (you enter the due date yourself), Due on receipt, or Net 15, Net 30, Net 45, or Net 60 (due that many days after the bill date). Any choice other than None fills in the due date for you.
Due Date - the date payment is due. This field is required. It is filled in from Terms, and you can change it.
Vendor - the person or business you owe. This field is required. Begin typing to search. If the vendor isn't found, click Add New in the search results.
Tip: To manage the businesses in the vendor list, go to Contacts in the left-hand menu and open the Businesses tab.
Line items
Account/Fund - the expense account and fund the bill is for. This field is required.
Description - an optional note about the line.
Amount - the amount for the line. This field is required.
Click the plus sign at the end of a row to add a line, or the X to remove one. clear all removes every line. The running Total shows below the lines.
To label a line with a department, ministry, or campus, click Add tags under its description. See How do I tag a transaction?.
Files tab
Upload a copy of the bill, such as a scan or PDF, to keep with the payable. Drag the file onto the upload area, or click Browse... to choose it.
After you save
The bill appears on the Listing tab of the Payables page until it is paid. When you pay it, see How do I record a payment for accounts payable?. To pay it with a printed check, see How do I print a check from a payable?.
Tip: For bills that come on a schedule, such as rent or utilities, set up a repeating payable instead. See How do I set up a repeating payable?.