Billing Statement is a document sent to the customer that indicates the services rendered to the customer.
BIR requires an Official Receipt as evidence of services provided.
Billing Statement Status
| Status |
Description |
| Open |
A newly created billing statement will be in Open status. |
| Released |
Once the billing statement is sent to the customer. |
| Partially Paid |
When only part of the amount of billing statement is paid, it will be shown as Partially Paid. |
| Fully Paid |
Once the payment for the billing statement is completed, it will be shown as Fully Paid. |
| Overdue |
If the billing statement has not been paid yet and is past their due date. |
| Canceled |
If you canceled a billing statement, it will shown be as Canceled. |
| Delivered |
Billing Statement will be in Delivered status, once the item is tagged as delivered. To know more, head to Deliver Item |
Creating a Billing Statement
Follow the steps below,
- Go to Navigation Panel > Sales > Billing Statement.
- Click Add New Billing Statement.
Billing Statement Details
| Fields |
Description |
| Branch |
The source of the item. |
| Customer |
The name of the customer you want to make a billing statement for.
Select from the list that you created or click the  button
to add a new customer. Learn more about Customers.
|
| Contact Details |
Email - email address of the customer.
Billing Address - detailed address of the customer.
If you have indicated these fields at the time you added the customer, it will be populated upon selection.
|
| PO. No. |
If you want to add a purchase order number for reference, you can add it here. |
| Payment Terms |
The number of days within which you would like to be paid.
You can also associate a payment term for a customer at the time
you're adding a new customer. Learn more about Payment Terms.
|
| Billing Date |
The date on which the billing date is created. |
| Due Date |
The date on which the payment should be made. It will be shown once you select
a payment term.
|
| Other Fields |
*These checkboxes will be shown if authorization for billing statement is disabled.
Auto-release Billing Statement - billing statement will be tagged as Released upon saving.
Auto-create Deliver Item - deliver item for this billing statement will be created upon saving.
Receive Full Cash Payment - billing statement will be tagged as Fully Paid upon saving. A Collection will be created automatically.
- You will need to select a Bank and Bank Account to where you will deposit the payment.
|
Item Details
| Fields |
Description |
| Product/Service |
The name of the item you're selling. Select the item from the dropdown or click the + New Item button to add a new item.
|
| Account |
The income account of the item.
|
| Description |
The description of the item you are selling. |
| Quantity |
The number of items billed in the billing statement. |
| Rate |
The rate of the item.
|
| Amount |
The amount to be paid for the item. |
| Tax |
Amounts are:
Tax Inclusive - this will include the tax to the amount/rate that
you input.
Tax Exclusive - this will exclude the tax to the amount/rate that
you input.
VAT Exempt - there will be no tax in the billing statement.
|
| Discount |
To add discount, select Percent or Amount from the dropdown and input
the amount of discount.
|
| Particulars |
Add comments or additonal information on your billing statement. |
Direct Delivery
Mark this checkbox if the item to be sold will be delivered directly to the customer.
If the checkbox is marked, the Billing Statement cannot be loaded in Deliver Item.
Load From Deliver Item
Create a billing statement from a deliver item.
- Check the Load From Deliver Item checkbox.
- Click + Load Deliver Item button.
- A pop-up modal will appear.
- Select a Customer and a Branch where there is an existing deliver item.
- Upon selection, the table list will be populated based on the selected customer and branch.
- Check the deliver item row that you want to create a billing statement.
Load From Sales Order
Create a billing statement from a sales order.
- Check the Load From Sales Order checkbox.
- Click + Load Sales Order button.
- A pop-up modal will appear.
- Select a Customer and a Branch where there is an existing sales order.
- Upon selection, the table list will be populated based on the selected customer and branch.
- Check the sales order row that you want to create a billing statement.
Enable Profit Center
-
Head to Company Setup > Default Settings, click System Preference tab to enable profit center.
-
Once enabled, Profit Center column will be added in the item table of billing statement form.
Approving Billing Statement
- Mark the checkbox of the billing statement row that you want to approve.
-
Click Bulk Action and click Approve.
-
A confirmation modal will appear, click OK.
-
To reject a billing statement, check the row of the billing statement, click Bulk Action and click Reject.
-
A confirmation modal will appear, click OK.
Printing of Billing Statement
- Click the cog button in the billing statement's table row and click Print.
Note:
You can change the order of columns in
Templates.
Tagging the Billing Statement as Released
Tagged the billing statement as Released, once the billing statement is sent to the customer.
-
Check the row of the billing statement and click the Bulk Action button and click Tag as Released.
- A pop-up window will appear. Click OK.
Canceling a Billing Statement
To cancel a billing statement,
- Mark the billing statement row.
- Click the Bulk Action button and click Cancel.
- A confirmation modal will appear.
- Mark the checkbox if you want to recycle the Billing Statement number upon cancelling.
Note:
- Only billing statements that are not yet collected and not yet delivered can be canceled.
- Released billing statement number cannot be recycled.
Allocation of Quantity
With Authorization
Quantity of the items will be allocated if the Billing Statement is created normally or loaded from Sales Order.
It will be deallocated if the Billing Statement is canceled, rejected or assigned to a Deliver Item.
Without Authorization
Quantity of the items will be allocated if the Billing Statement is created normally or loaded from Sales Order.
It will be deallocated if the Billing Statement is canceled or assigned to a Deliver Item.
Other Actions
Click the cog button of a billing statement row.
-
Click Apply Charges to apply the existing charges(debit note) of the customer to the billing statement. Learn more about Debit Note.
*You can only do this if the billing statement is not yet tagged as released.
-
Click Apply Credits to apply the existing credits of the customer to the billing statement. Learn more about Credit Note.
*You can only do this once the billing statement is tagged as released.