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Introduction to Bills

This topic will cover entering, editing, voiding, and deleting bills. This is a part of accounts receivable.

Accessing the Bill Form

From the main menu, click Vendor | Enter Bill for Received Items

Using the Bill Form

The Enter Bill form is used record a bill from a vendor into Accounts Payable. Total Office Manager can keep track of how much money you owe. This allows you to hang on to your money for as long as possible (at least until the due date of the bill) improving cash flow.

There are two types of bills that can be entered. These include expenses (paper, postage, etc.) and items (parts you resell). When you enter a bill, you fill in the Expenses tab or the Items tab — whichever is appropriate for what is being purchased:


Expenses are overhead and include anything that you purchase to run your company but don’ t plan to resell. Use expenses to categorize what your money is being spent on.  When entering an expense, choose an account from your chart of accounts.  Example: If you spend $100 for copier paper, you will assign that bill to an expense account setup for office supplies.


Items include anything that your company purchases or manufacturers and plans to resell in the normal course of business. Example: Motors, pipe fittings, metal, controls, and more. It may also include services provided by a sub-contractor such as a roofing company or crane operator.  When entering a bill for items, choose those items from the Item drop-down list.

Important Notes

  • Please do not confuse setting up an item with adding an item to inventory. See Item Setup for more information.

  • Do I Use Expense or Item Tab? Expenses are entered using the Expense tab. Items are entered through your Items tab.

  • The amount of the bill will automatically populate the Amount field, once the amount or/amounts has been entered in the expense or item tabs of the Enter Bill window.

Add Item (receiving an item)

Once an item has been setup, you can add it to inventory. When you add an item, you are telling Total Office Manager that you have acquired a certain number of items and placed them into inventory. Total Office Manager allows you to receive items and enter a bill. You would use this option if you purchased the item from a vendor. Total Office Manager also allows you to adjust the quantity on hand for that item. Item Adjustments do not include adding a bill from a vendor. Use the Inventory Adjustment feature if you “lost” some of these items or, better yet, found some of these items and need to adjust the number that Total Office Manager shows you have on hand.

Note: To enter shipping charges or taxes not associated with any one item, click the Expenses tab. In the detail area, enter each charge and associate it with its correct expense account. A record of similar transactions under one title in the ledger. Example: Sales, rent, utilities, labor, cost, insurance, etc. Basically, any item found on an income statement or balance sheet is referred to as an account. These accounts were entered into TOM using your Chart of Accounts (from your Chart of Accounts).

DO NOT FORGET!  You have to go to the Pay Bills window to actually pay the bill.

Related Content

Enter Bill for Received Items

Bills List Report

How to Use the Vendor Bills List (locating bills)

Adjust Bill Discounts and Credits