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Entering Maker Bills

Entering Maker Bills

Owned by Sandra Petrovic
Last updated: Apr 13, 2025

This covers entering Deposit, Shipment and Terms Bills sent to you from your Maker.

All Bills are recorded on the Purchase Order they relate to. Therefore to add a bill to the system you need to search and open the purchase order on the Bulk Purchase Order menu.

 

Bills can be  automatically sent to XERO upon generation, if you want to turn this setting on, then click here.

 

Entering Deposits.

  1. Open the PO you want to assign the bill to and click the receive button.

  1. Select the Deposit tab on the Receive screen and then press the “Add New Deposit Bill" button located at the top right.

  1. Fill in the details, as per the received bill from the maker. You can also drag and drop the bill if you want the system to send that to XERO as well. Then press Generate.

  1. The Bill will now appear on the Accounts >> Bills tab. Once the accounts department pay it, the payment will come back into the system and be available on the shipment tabs.

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Shipment Bills
Shipment Bills / packing lists are usually received around the time the goods are shipped from the factory to you. Indigo8 use this information to let the warehouse / 3pl know what goods are on the way and send the invoice to accounts for payment.

If you receive a shipment and terms invoice in one then our system will generate two bills from the one entry. The user will be given the option of creating two bills.

 

  1. Open the receive screen on the PO. The screen will default to the latest shipment. Fill in the details so they match the maker bill.

  1. It’s important the pcs being shipped and the totals at the bottom of the screen match what is sent by the supplier. Therefore the next step is to apply the deposit to this shipment bill. The amount can be manually entered or auto applied.

  1. Once you have done that you only need to check the qtys and values are correct, as per the supplier bill.


In this case all the goods are being shipped and the entire deposit is being applied. We have 175.50 due on shipment and 438.75 due on May 14 (30 days).

Upon checking the numbers you can generate the Bill and it will be sent to XERO for payment (if auto send is turned on).

 

  1. Editing the Bill. Once the bill as been send to XERO it cannot be edited. Therefore you need to ask your accounts team to un export it, then it can be edited again.

 

Multi shipments
Any goods not shipped on one shipment will be automatically moved to the next shipment.