Bills
Track bills from vendors, record payments and manage outstanding balances.
Overview
Bills represent amounts you owe to vendors for materials and services. Each bill includes line items, a vendor, payment terms, and a due date. Forz tracks the total amount, payments made, and remaining balance automatically. Bills can be created standalone or generated from purchase orders after receiving items. The status workflow moves bills from Draft through Open to Paid as you record payments.
Before You Begin
Prerequisites:
You have the Bills: Create permission on your role. At least one vendor exists in Purchasing > Vendors.
At least one payment term is configured in Settings > Payment Terms.
Creating a Bill
Required fields
Navigate to Finance > Bills .
Click the + New button.
Select a Vendor from the dropdown.
Set the Date for the bill. Forz defaults this to today's date.
Select a Payment Term from the dropdown. Forz pre-selects your default payment term if one is configured.
Set the Due Date for payment.
Adding line items
Select an Item from the line item row dropdown.
Enter the Qty (quantity) and Unit Price.
Set the Discount and Tax Rate if applicable.
Click + Add Line to add more items.
Click Save.
Expected result: Forz creates the bill with a unique number (e.g., BILL-1001), sets the status to "Draft," and calculates the total amount from the line items.
Note: Forz auto-calculates the bill's total amount and balance on every save. The balance equals the total minus all recorded payments.
Creating a Bill from a Purchase Order
When you receive items against a PO, generate a bill to track the payable.
Open the purchase order in Purchasing > Purchase Orders.
Click Generate Bill.
Select the purchase receives to include on the bill.
Click Create Bill.
Expected result: Forz creates a bill linked to the PO with line items matching the received quantities and pricing. The bill inherits the vendor, payment term, and tax settings from the PO.
Recording a Payment
Open the bill you want to pay.
Navigate to the Payments tab.
Click + New Payment .
Enter the Amount to pay. This must be greater than zero and cannot exceed the remaining balance.
Set the Payment Date.
Select the Payment Method (e.g., Check, ACH, Credit Card) .
Click Save.
Expected result: Forz records the payment, reduces the bill balance, and updates the bill status. If the total payments equal the bill amount, the status changes to "Paid."
Warning: Payment amounts cannot exceed the remaining bill balance. If you need to record an overpayment, adjust the bill's line items first.
Marking a Bill as Open
Move a bill from Draft to Open when you are ready to track it for payment.
Open the bill.
Click Mark as Open .
Expected result: Forz updates the bill's open flag. The bill now appears in open bill views and aging reports.
Voiding a Bill
If a bill was created in error or is no longer valid, void it instead of deleting.
Open the bill.
Click Void .
Expected result: Forz marks the bill and all its line items as void. The bill status changes to "Void" and the bill no longer counts toward outstanding balances.
Warning: Voiding a bill reverses any inventory adjustments made when the bill moved out of Draft status. If the bill was linked to a PO, the PO's receive records are unlinked from this bill.
What Happens After Creation
When a bill is saved, Forz automatically:
Calculates the total amount from line item quantities, prices, discounts, and taxes
Sets the balance to the total amount minus any recorded payments
Updates the linked PO status if the bill was generated from a purchase order
Adjusts inventory levels when a bill moves from Draft to an active status (increments quantities at the specified inventory location for each line item)
Common Scenarios
Paying an HVAC equipment invoice in two installments
An HVAC contractor receives a $4,500 bill from their equipment supplier. They negotiate to pay half now and half in 30 days.
Open the bill from "National HVAC Distributors."
Go to the Payments tab and record a payment for $2,250 with today's date.
The bill balance updates to $2,250. Status remains partially paid.
After 30 days, record the second payment for $2,250.
The bill status changes to "Paid."
Voiding a duplicate bill from a plumbing supplier
A dispatcher accidentally created two bills for the same delivery from "Metro Plumbing Supply."
Open the duplicate bill.
Click Void to mark it as invalid.
The voided bill remains in the list for audit purposes but shows a "Void" status and does not affect the balance.
Reviewing outstanding bills for month-end
A manager needs to review all unpaid bills before closing the books for the month.
Navigate to Finance > Bills.
Use the Status filter to select only open statuses (exclude "Paid" and "Void").
Sort by Due Date to prioritize upcoming payments.