Overview

A bill is an itemized record of goods purchased from or services provided by a supplier.

In Codat, a bill contains details of:

When the bill was recorded in the accounting system.
How much the bill is for and the currency of the amount.
Who the bill was received from — the supplier.
What the bill is for — the line items.

Some accounting platforms give a separate name to purchases where the payment is made immediately, such as something bought with a credit card or online payment. One example of this would be QuickBooks Online's expenses.

You can find these types of transactions in our Direct costs data model.

📘
Invoices or bills?
In Codat, bills are for accounts payable only. For the accounts receivable equivalent of bills, see Invoices.

Data model

Field	Type	Description
id	string	Identifier for the bill, unique for the company in the accounting platform.
reference	string	User-friendly reference for the bill.
supplierRef	reference type	Reference to the supplier the bill was received from.
purchaseOrderRefs	array	List of references to the purchase orders for which the bill was issued.
issueDate	string See date	Date of the bill as recorded in the accounting platform.
dueDate	string See date	Date the supplier is due to be paid.
currency	string See currency	Currency of the bill.
currencyRate	decimal See currency rate	Rate for converting the total amount of the bill into the base currency for the company.
lineItems	array	Array of BillLineItems.
status	string	Current state of the bill, either: `Draft` — Bill is yet to be authorized and will not be used in any reports. It may contain incomplete line items. Not all platforms allow bills to be saved as draft, and may instead always appear initially as `Open`. `Open` — Bill is no longer a draft. For example, it may have been approved by a company's accounting or finance team. In this state, it will impact the ledger. It also has no payments made against it (amountDue == totalAmount). `PartiallyPaid` — The balance paid against the bill is positive, but less than the total bill amount (0 < amountDue < totalAmount). `Paid` — Bill is paid in full. This includes if the bill has been credited or overpaid. (amountDue == 0). `Void` — A Bill can become `Void` by being deleted, refunded, written off, or cancelled. A voided bill may still be partially paid and so all outstanding amounts on voided bills are removed from the accounts payable account. `Unknown`
subTotal	decimal	Total amount of the bill, excluding any taxes.
taxAmount	decimal	Amount of tax on the bill.
totalAmount	decimal	Amount of the bill, including tax.
amountDue	decimal	Amount outstanding on the bill.
modifiedDate	string See date	Date the record was last updated in the Codat system.
sourceModifiedDate	string See date	Date the record was last changed in the accounting system.
note	string	Any private, company notes about the bill, such as payment information.
paymentAllocations	array	An array of paymentAllocations.

Line items

Field	Type	Description
description	string	Friendly name of the goods or services received.
unitAmount	decimal	Price of each unit of goods or services.
quantity	decimal	Number of units of goods or services received.
discountAmount	decimal	Numerical value of any discounts applied. Do not use to apply discounts in Oracle NetSuite—see Oracle NetSuite integration reference.
subTotal	decimal	Amount of the line, inclusive of discounts but exclusive of tax.
taxAmount	decimal	Amount of tax for the line.
totalAmount	decimal	Total amount of the line, including tax.
accountRef	Reference type	Reference to the account to which the line item is linked.
discountPercentage	decimal	Percentage rate (from 0 to 100) of any discounts applied to the unit amount. Do not use to apply discounts in Oracle NetSuite—see Oracle NetSuite integration reference.
taxRateRef	Reference type	Reference to the tax rate to which the line item is linked.
itemRef	Reference type	Reference to the product, service type, or inventory item to which the line item is linked.
trackingCategoryRefs	array	Collection of categories against which this item is tracked.

🚧
Requirements for reference fields
The reference fields supplierRef, accountRef, and taxRateRef are only populated if the corresponding data type has been synchronized. If you see null values for these fields, please complete a new sync for the corresponding data type. For example, sync the suppliers data type for supplierRef.

Payment allocations

Field	Type	Description
payment
id	string	Identifier of the allocated payment.
note	string	Notes attached to the allocated payment.
reference	string	Reference to the allocated payment.
accountRef	Reference type	The account that the allocated payment is made from or to.
currency	string See currency	Currency the payment has been made in.
currencyRate	decimal See currency rate	Conversion rate between the currency of the allocated payment and the currency of the company.
paidOnDate	string See date	The date the payment was paid.
totalAmount	decimal	Total amount that was paid.
allocation
currency	string See currency	The currency of the transaction.
currencyRate	number See currency rate	The conversion rate between the currency of the allocated payment and the currency of the transaction.
allocatedOnDate	string See date	The date the payment was allocated.
totalAmount	decimal	The total amount that has been allocated.

Example data

"results": [
    {
      "id": "f64ac382-14b6-4850-b5c3-0fe848342b1d",
      "reference": "57120",
      "supplierRef": {
        "id": "21C99A58-7565-4DC8-8FDF-BA7DF5280F25",
        "supplierName": "EDD"
      },
      "purchaseOrderRefs":  [
          {
        "id": "string",
        "purchaseOrderNumber": "string"
          }
        ]
      },
      "issueDate": "2020-04-18T00:00:00",
      "dueDate": "2021-08-07T00:00:00",
      "currency": "GBP",
      "currencyRate": 1,
      "lineItems": [
        {
          "description": "10,000 Lb anvil bought",
          "unitAmount": 45,
          "quantity": 2,
          "discountAmount": 0,
          "subTotal": 90,
          "taxAmount": 9,
          "totalAmount": 99,
          "accountRef": {
            "id": "13931cbf-ea06-4d6e-9538-a8457fa66011",
            "name": "Cost of Goods Sold"
          },
          "discountPercentage": 0,
          "taxRateRef": {
            "id": "6c88aff3-7cb9-4980-a3d3-443e72e02498",
            "name": "ACME Sales Tax (10%)",
            "effectiveTaxRate": 10
          },
          "itemRef": {
            "id": "1",
            "name": "Anvil (10,000lb)"
          },
          "trackingCategoryRefs": []
        },
        {
          "description": "10,000 Lb anvil bought",
          "unitAmount": 45,
          "quantity": 4,
          "discountAmount": 0,
          "subTotal": 180,
          "taxAmount": 18,
          "totalAmount": 198,
          "accountRef": {
            "id": "13931cbf-ea06-4d6e-9538-a8457fa66011",
            "name": "Cost of Goods Sold"
          },
          "discountPercentage": 0,
          "taxRateRef": {
            "id": "6c88aff3-7cb9-4980-a3d3-443e72e02498",
            "name": "ACME Sales Tax (10%)",
            "effectiveTaxRate": 10
          },
          "itemRef": {
            "id": "1",
            "name": "Anvil (10,000lb)"
          },
          "trackingCategoryRefs": []
        }
      ],
      "status": "Paid",
      "subTotal": 270,
      "taxAmount": 27,
      "totalAmount": 297,
      "amountDue": 0,
      "modifiedDate": "2021-04-08T09:15:56Z",
      "sourceModifiedDate": "2021-01-29T22:42:20",
      "note": "bill with 2 line items, totalling 297",
      "paymentAllocations": [
        {
          "payment": {
            "id": "ee9f6363-d6fd-4bb5-87e6-10d0d1bba6af",
            "note": "Bill Payment against bill",
            "accountRef": {
              "id": "dbcaf288-2b39-4b95-8ab3-42202ab15918",
              "name": "Business Current Account"
            },
            "currency": "GBP",
            "currencyRate": 1,
            "paidOnDate": "2020-10-18T00:00:00",
            "totalAmount": 297
          },
          "allocation": {
            "currency": "GBP",
            "currencyRate": 1,
            "allocatedOnDate": "2021-02-13T00:00:00",
            "totalAmount": -297
          }
        }
      ]
    }

Bills

Overview

📘
Invoices or bills?

Data model

Line items

🚧
Requirements for reference fields

Payment allocations

Example data

Overview

📘Invoices or bills?

Data model

Line items

🚧Requirements for reference fields

Payment allocations

Example data

📘
Invoices or bills?

🚧
Requirements for reference fields