Quickly create a batch of vendor bills and credit notes

The quick entries list shows all quick entry invoices and credit notes you've entered for your business. You can view the list by selecting Quick Entries from Expenses.

Unlike an individual bill, the Quick Entries option lets you quickly enter expense invoices and credit notes for one or more vendors at the same time. This saves you time if you have a lot of invoices or credit notes to enter and you don't want to record them against a particular product record.

Note:

If want to record the purchase of a particular product that you've created a record for, you must use the bills or vendor credit notes options instead.

Once you've entered a quick entry, when you need to pay it, you can do this using a vendor payment. If you've entered a credit note, you can allocate, or if necessary, refund it, as normal.

From the quick entries list, you can:

  1. Create a quick entry.
  2. View details of an existing quick entry - To do this, just click the relevant item. This shows all transactions that were entered for this quick entry.
  3. Change or delete an existing quick entry.
  4. Search for specific items - You can search on the vendor name or the quick entry reference. To do this, enter the information you want to search for in the Type to search box.
  5. Filter the list by date - To do this, change the from and to dates.
  6. Use the action toolbar to manage quick entry items.

To add a quick entry

  1. From Expenses, click Quick Entries.
  2. Click New Quick Entry.
  3. Enter the following information:
    Type *To add an invoice, choose Bill, or to add a credit note, choose Cr Note.
    Date *Enter the transaction date.
    Vendor *Choose the vendor.
    Reference *Enter a reference, for example, an invoice number.
    Ledger Account *Choose the ledger account you want to use for this transaction.
    DetailsIf necessary, you can enter additional information about the invoice or credit note.
    TotalThe total value of the invoice or credit note calculates automatically.

    * Indicates a required field.

  4. To add more transactions, on the next line, repeat as above and Save.

To edit a quick entry

Note:

If you originally entered several transactions in the same quick entry window, when you edit one of the transactions, the other items in the batch are also visible, but unaffected.

  1. From Expenses, click Quick Entries.
  2. Click the transaction.
  3. Edit the information as required and Save.

To delete a quick entry

Note:

You can't delete a quick entry if it's been allocated to another transaction. Instead, if it's been allocated to another transaction, you must unallocate it. For example, if it's an invoice, post a credit with the same details. Or if it's a credit, post an invoice.

If you originally entered several transactions in the same quick entry window, if you delete one of the transactions, the other items in the batch aren't affected.

  1. From Expenses, click Quick Entries.
  2. Click the transaction.
  3. Click Delete next to the line you want to delete.
  4. Click Save.