This article provides information to help you effectively manage your bills.

Linking Bills Created on BILL to ParishSOFT Accounting

As a best practice, we recommend that you create bills in ParishSOFT Accounting and submit them to BILL for processing and payment. The synchronization process pushes the bill data to BILL, which ensures that the data in both systems is identical. You can create vendor bills on BILL. However, transaction details are not shared with ParishSOFT Accounting, so any vendor bill created on BILL does not automatically show in your Accounting system.

If you discover that an expected bill is not showing in your ParishSOFT Accounting system, the bill may have been mistakenly created on BILL. To correct the problem, you need to add the bill to ParishSOFT Accounting and link it to BILL. The following procedure shows you how.

1. In Ledger and Payables click  to open the Bill Information page.
2. At the top of the page click the Bills Created in Billl.com link.
3. To find bills created on BILL, enter a date range in the Invoice Date fields. Then, click . A list of bills created in BILL that are not in your ParishSOFT Accounting system is displayed. For example:

4. Click .
   The system generates an Excel file that contains the details for each bill created on BILL during the date range you provided.
5. Using the information in the Excel file as a guide, follow the instructions under “Step 1. Create a Bill” on page 8 to create the bill in ParishSOFT Accounting and submit it to BILL.
   ParishSOFT Accounting checks to determine whether BILL has a matching invoice number for the bill, and then does the following:
   • If no matching invoice number for the bill exists on BILL, create the bill in ParishSOFT Accounting and on BILL, and automatically link them for you.
     A message is displayed to inform you that the bill was successfully created in ParishSOFT Accounting and on BILL.

• If a matching invoice number for the bill exists on BILL, creates the bill in ParishSOFT Accounting, but does not create the bill on BILL.
  A message is displayed to inform you that the bill was successfully created in ParishSOFT Accounting.

6. Do one of the following:
   • If ParishSOFT Accounting creates the bill in both systems and links them, you can move on to work on other tasks, such as entering more bills or paying bills, as desired.
   • If ParishSOFT Accounting creates the bill in ParishSOFT Accounting only, you must manually link the bill to BILL. To do this, complete the following:
     • Click  to open the Bill Information page.
     • Click the Find Bill link to open the Bill Search page.
     • If necessary, select filters to find the bill. Then, click .
     • In the row containing the desired bill, click  to open the bill record.
     • At the bottom of the record, click .
     • If necessary, to find the bill, enter a date range in the Invoice Date Start and Invoice Date End field. Alternatively, enter the invoice number in the Invoice Number field.
     • Click .
       The bills in the list are those on BILL that meet your search criteria. (If the search criteria you used are accurate, the list should contain only the one bill you want to link.)
     • Verify that you have the right bill. Then, click .
       ParishSOFT Accounting links to the bill on BILL.

Voiding Bills Deleted on BILL

If a bill linked to ParishSOFT Accounting is no longer needed, you can delete the bill on BILL. Note that if a bill is paid or partially paid, it cannot be deleted. After a bill is deleted on BILL, the information is sent to ParishSOFT Accounting to keep the information in both systems identical.

ParishSOFT Accounting does not allow you to delete a bill, but you should void any bill that was deleted on BILL. Follow these steps:

1. In Ledger and Payables click  to open the Bill Information page.
2. At the top of the page click the Bills Created in Bill.com link.
3. To find the voided bill, enter a date range in the Invoice Date fields. Then, click . At the bottom of the page, a list of bills deleted from BILL is displayed, for example:
4. In the row for the bill, you want to void, click .
5. You are prompted to confirm the void.

Click .
ParishSOFT Accounting voids the bill and creates the appropriate journal entry for the voided transaction.

Updated June 11, 2024 18:22