In Finale Inventory, bills represent the financial record of what you owe a supplier for goods or services received. Bills tie to your Purchase Orders (PO), helping ensure your accounts payable and inventory values stay accurate—especially when syncing with QuickBooks Online (QBO). Whether or not you integrate with QuickBooks, using bills keeps your purchasing workflow clean, auditable, and financially accurate.

Why Create a Bill?

Bills serve as the final step in your purchasing workflow. They confirm what was received, what you owe, and when payment is due. When you post a bill in Finale, it can record the supplier payables in your Finale General Ledger and sync the posted Bill to Quickbooks Online.

Creating a Bill

You can create a bill directly from a purchase order.

To create a bill:

1. Open the relevant Purchase Order.

2. Click Create Bill from the PO action menu.

3. Review or enter the following details:

   • Supplier name (auto-filled from PO)

   • Bill date and due date (if different from populated dates)

   • Bill reference number (from the supplier invoice if different from the PO ID)

   • Item costs (these default to the PO line item costs, but can be edited if needed)

4. Click Post to create the bill.

Tip: You can also create a bill directly from the Purchasing > Bills page and manually link it to an existing purchase order.

Posting a bill performs the following actions:

• Finalizes the payable amount owed to the supplier

• Records the bill in your Accounts Payable on your General Ledger (and pushes to Quickbooks Online, if integrated)

• Prevents further editing of the bill unless it is unposted

Applying a Bill for Payment

If you use QuickBooks Online integration, posting a bill in Finale automatically creates a matching bill in QuickBooks.
From there, you can apply payments directly in QuickBooks as part of your normal Accounts Payable process.

If you are not integrated with QuickBooks, you can manually mark a bill as paid in Finale to keep your internal records updated.

To apply payment manually:

1. Open the bill record.

2. Click Mark as Paid.

3. Enter the payment date, reference, and any notes.

This closes the bill within Finale and indicates that the supplier has been paid.

Editing or Voiding Bills

If you need to make corrections:

• Change the status to draft to unlock it for edits.

• Update the necessary details (costs, dates, references).

• Repost the bill when changes are complete.

Note: If your account syncs with QuickBooks, you should only edit or delete bills in Finale, any changes will be pushed over to Quickbooks Online.

Troubleshooting Common Bill Issues

1. Bill total doesn’t match supplier invoice:
Double-check item costs, quantities received, and any added Purchase Order Adjustments. Finale will calculate totals based on what’s recorded as received.

2. Duplicate bills appear in QuickBooks:
Make sure you’re not manually creating bills in both Finale and QuickBooks for the same PO. Only bills created and posted in Finale should sync automatically.

3. Below the line adjustments not appearing:
Verify that adjustments were added before posting the bill. If added later, unpost and repost the bill to trigger recalculation.

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