EXPENSES & INVENTORY

Bills & Cash Expenses

Use a bill when you owe a supplier. Use a paid expense when the purchase and payment are recorded together.

Record Paid Expense

Paid from is the account the money left. Paid for is the expense category. Enter the payment date and a description that identifies the purchase; link a vendor if useful.

Select the applicable configured sales taxes and check the amounts including and excluding tax. These amounts are linked. PiggyZen separates recoverable tax from the expense; non-recoverable tax remains part of the cost.

If opened during bank reconciliation, the paying account, date, amount and description may already be filled from the statement line.

Prepare a bill

Choose the vendor and enter their bill number, bill date and due date. Bill type determines the expense or asset account used for the purchase. To account is the accounts-payable account holding the amount owed.

Add the products or services you buy and check prices, quantities and tax totals against the supplier’s document. The selected products supply their costs and tax settings, including tax recoverability.

Draft versus received

Save draft keeps the bill available for editing. Mark as received records the purchase and the amount owed. This is required before recording a bill payment.

Once received, the bill’s main details and items are read-only. Review them first. Bills in a locked accounting period cannot be saved, marked as received or deleted.

Record a bill payment

Use Payment in Bills & Bill Payments, or Pay bill from the received bill. The payment amount defaults to the bill’s outstanding amount. For a partial payment, change it to the amount actually paid, then check Pay From and the payment date.

This records the payment in PiggyZen; it does not send money through your bank. It reduces the bill’s outstanding amount without recording the purchase again.

Find an older bill

The bill list initially covers the last month through today. Widen the date range and check column filters if an older bill is missing. The Outstanding column shows what remains to be paid on each bill.