The Bill Tracker is the money-going-out overview. A coloured bar across the top shows four totals: purchase orders still open, bills still owed, the part of those that is overdue, and what you paid out in the last 30 days. Below it is every document behind those figures, vendor by vendor, with its status. Click a block of the bar to see just those documents; double-click a row to open it, or pay a bill straight from its row.
Opening the Bill Tracker
Vendors ▸ Bill Tracker. It opens over the Home Page; Esc takes you back to the Home Page. It needs permission for the Bills list.
The money bar
| Block | What it counts |
|---|---|
| Purchase Orders | Purchase orders not yet completed, cancelled or fully received, at their order value. |
| Open Bills | Bills that still owe something, at what they still owe. Overdue bills are included here. |
| Overdue | The part of the open bills whose due date has passed. |
| Paid (last 30 days) | Money paid against bills in the last 30 days, and how many bills it paid. Vendor credits set against bills are not counted as money paid. |
Each block shows its total and a count, and is drawn wider the more money it holds. Click a block to show only those documents in the list (the block gets a dark outline); click it again to show everything.
A bill's due date comes from the terms on the bill, or else the vendor's terms, or else the bill's own date (due on receipt).
Filters
| Filter | What it does |
|---|---|
| Vendor | Type to find a vendor and pick them; the tracker shows only that vendor. Clear it to see everyone. |
| Type | All, or one kind of document. The list offers the kinds actually present: Purchase Order, Bill, Item Receipt, Cheque, Credit Card Charge, Vendor Credit, Credit Card Credit. |
| Status | All, Open, Overdue, Pending, Paid, Closed or Void. Open includes overdue bills. |
| From, To | The date range. It opens on the last twelve months. Open purchase orders, and bills that still owe money, are shown whatever their date. |
| Refresh | Reloads everything. |
The list
| Column | What it shows |
|---|---|
| Vendor | Who the document is from. |
| Type | Purchase Order, Bill, Item Receipt, Cheque, Credit Card Charge, Vendor Credit or Credit Card Credit. |
| Num | The document number: the vendor's invoice number on a bill, the PO number, the cheque number. |
| Date | The document date. |
| Due Date | When a bill falls due. |
| Amount | The document's total. Credits show as negative amounts. |
| Open Balance | What is still owed on it. |
| Status | Open, Overdue, Pending, Paid, Closed (a vendor credit) or Void. |
| Action | A menu. Open opens the document. On a bill that still owes money the main action is Pay Bills, which opens the Pay Bills list of vendors owed; choose Pay beside the vendor. |
Double-click any row to open the document. Click a column heading to sort by it.
An Item Receipt is goods received with the bill still to come. It is listed as Open with its value, but it is not counted in Open Bills and cannot be paid until its bill is entered with Enter Bill for Received Items.
If there are more than 1,000 documents of one kind in the range, a note under the list says so: Showing the most recent 1,000 of each kind — narrow the dates or pick a vendor for the rest.
Permissions
The Bill Tracker needs access to the Bills list. Paying needs Record Supplier Payment.
Tips
- Click Overdue first thing in the week to see what needs paying, then use Pay Bills to pay it.
- Pick one vendor to see everything you have with them: open orders, bills, payments and credits.
- The Bill Tracker is a working view. For a dated, printable figure use the Vendors & Payables reports, such as A/P Aging Summary.
Common problems
A bill I entered is not under Open Bills. Check the From and To dates and the Vendor, Type and Status filters. If it was entered as an item receipt (goods received, bill to follow), it is listed as an Item Receipt instead; see above.
A bill shows as Pending. It was saved as Pending by an earlier version of SeroBooks: it moved no stock and is not in Accounts Payable, so, as in Pay Bills and Vendor Balances, it is not counted in Open Bills or Overdue and its row has no Pay Bills action. Open it and set it to Received; see Enter Bills.
A purchase order stays in the bar after the goods came. It stays open until every line is fully received. Receive the rest from the Purchase Orders list, or delete the order if nothing more is coming.