Navigating Purchase bills list
Content
Accessing the list of bills
In order to access your list of bills simply navigate from the main menu to Purchase → Bills.
This will lead you to the list of all bills.
List actions and icons
On the right hand side of the list there is an action menu next to each row that corresponds to a bill. The Delete action is only available for bills in status Draft while all bills have the action of Duplicate available.
The paperclip icon on the left indicates whether there is a file attached to the bill.
Customizing the columns
By default, there is a certain number of columns that are displayed with a predefined size. However, these can be easily manipulated according to your needs. In order to select which columns are being displayed access the Columns dropdown on the top right of the list.
The Booking date and the Vendor are the only columns which cannot be hidden. All the other columns can be toggled on or off depending on the needs.
It is possible to resize all the columns by grabbing the edge of the column header with the mouse cursor and moving it sideways. By grabbing the header itself, you can also move the whole columns to reorder the columns to your liking.
The order of columns and their width will be stored in your browser cache memory so the next time you visit the page it will remain the same.
Please note that adding or removing a column will redistribute the width causing all columns to be resized.
Predefined filters
There is a set of predefined filters at the top of the list.
The currently available filters are:
- All - will show all bills without any filtering applied
- Draft - will only show bills in status Draft
- To do - will show all bills that have been booked but are not fully paid yet (including partially paid bills or bills with a pending payment)
- Paid - will show only fully paid bills (this does not include any bills that are partially paid)
- Overdue - will show all bills that have been booked but are not fully paid yet (including partially paid bills or bills with a pending payment) where the due date is already passed
Only one predefined filter can be applied at a time. Predefined filters can be used together with other column filters.
Custom filters
Most columns allow the user to filter based on the value in the column.
The following filters are available:
- Date filters - filtering for dates within a set range from-to available for
- Text filters - filtering for a series of characters available for
- the document number (No.)
- Vendor
- Reference
- Title
- Amount filters - filtering for amount within a set range from-to available for
- Gross amount
- Net amount
- Pending amount
- Choice filters
Filters are not available for Status and Booking account at the moment but will be made available soon.
Multiple filters can be applied at the same time.
To clear all filters currently applied you can use the Clear filter button on the right side of the columns filters.
Clearing the filters will only clear column filters and will not affect the currently applied predefined filters.
In addition to the column filters there is a search available in the left top corner of the list.
This search will filter results in the list when a minimum of three characters is entered as the search term. Filtered results will contain all bills which match the entered search phrase in any of the following fields:
- Vendor name
- Title
- Currency of the bill
- Document number (No.)
To clear the Search simply click on the cross next to thee searched phrase or delete the input.
When using any filter criteria on columns in the list of bills, it is possible to store the applied filters as a custom filter. Such filters can be stored and re-used at any time.
In order to store a custom filter just click on the star icon, provide a name for the filter and save it. Please note, the filter name can be a maximum of 15 characters.
In addition, it’s worth noting that custom filters cannot be saved when a predefined filter is applied.
Multiple filters can be saved but only the most recent few will be displayed on top of the list - in order to see all filters expand the list of Filters on the top right. This dropdown is also where filter can be deleted.
Navigating Purchase expenses list
Content
Accessing the list of expenses
In order to access your list of expenses simply navigate from the main menu to Purchase → Expenses.
This will lead you to the list of all expenses.
List actions and icons
On the right hand side of the list there is an action menu next to each row that corresponds to an expense.
The Delete action is only available for expenses in status Draft while all expenses have the action of Duplicate available.
The paperclip icon on the left indicates whether there is a file attached to the expense.
Customizing the columns
By default, there is a certain number of columns that are displayed with a predefined size. However, these can be easily manipulated according to your needs.
In order to select which columns are being displayed access the Columns dropdown on the top right of the list.
The expense number (No.) and the Title are the only columns which cannot be hidden. All the other columns can be toggled on or off depending on the needs.
It is possible to resize all the columns by grabbing the edge of the column header with the mouse cursor and moving it sideways. By grabbing the header itself, you can also move the whole columns to reorder the columns to your liking.
The order of columns and their width will be stored in your browser cache memory so the next time you visit the page it will remain the same.
Please note that adding or removing a column will redistribute the width causing all columns to be resized.
Filters
Most columns allow the user to filter based on the value in the column.
The following filters are available:
- Date filters - filtering for dates within a set range from-to available for
- Creation date
- Paid on date
- Text filters - filtering for a series of characters available for
- the document number (No.)
- Contact
- Title / Booking text
- Amount filters - filtering for amount within a set range from-to available for
- Choice filters
Filters are not available for Status and Booking account at the moment but will be made available soon.
Multiple filters can be applied at the same time.
To clear all filters currently applied you can use the Clear filter button on the right side of the columns filters.
When using any filter criteria on columns in the list of expenses, it is possible to store the applied filters as a custom filter. Such filters can be stored and re-used at any time.
In order to store a custom filter just click on the star icon, provide a name for the filter and save it. Please note, the filter name can be a maximum of 15 characters.
Multiple filters can be saved but only the most recent few will be displayed on top of the list - in order to see all filters expand the list of Filters on the top right. This dropdown is also where filter can be deleted.
Exporting Bills
Bills can be exported at any time based on the current selection of items (rows) in the list - whatever filtering and sorting is applied would be reflected in the export.
Please note, all available columns will be exported regardless of which columns are displayed.
In order to initiate the export, select the items that you would like to have included. There are multiple ways do do that:
- by selecting all items using the checkbox at the top of the list
- by selecting particular rows one by one
- by selecting all items using the checkbox at the top of the list and then excluding the rows that you would like not to be included
- Once you are happy with your selection just click on the Export icon and an Excel file should be generated and downloaded by your browser automatically.
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While the export is being prepared, a spinning wheel will indicate it is in progress - please do not leave the page until the export is downloaded as otherwise this operation will have to be repeated.
Each exported file will be named according to the following convention: bexio_export_bills_YYYYMMDDHHmmSS.xlsx with YYYYMMDDHHmmSS standing for the exact date and time the export was generated (year, month, day of the month, hour, minutes, seconds).
For example: bexio_export_bills_20230712112256.xlsx
Exporting Expenses
Expenses can be exported at any time based on the current selection of items (rows) in the list - whatever filtering and sorting is applied would be reflected in the export.
Please note, all available columns will be exported regardless of which columns are displayed.
In order to initiate the export, select the items that you would like to have included. There are multiple ways do do that:
- by selecting all items using the checkbox at the top of the list
- by selecting particular rows one by one
- by selecting all items using the checkbox at the top of the list and then excluding the rows that you would like not to be included
Once you are happy with your selection just click on the Export icon and an Excel file should be generated and downloaded by your browser automatically.
While the export is being prepared, a spinning wheel will indicate it is in progress - please do not leave the page until the export is downloaded as otherwise this operation will have to be repeated.
Each exported file will be named according to the following convention: bexio_export_expenses_YYYYMMDDHHmmSS.xlsx with YYYYMMDDHHmmSS standing for the exact date and time the export was generated (year, month, day of the month, hour, minutes, seconds).
For example: bexio_export_expenses_20230712112256.xlsx