Review and approve a bill

The Needs Review tab is your review queue. Every bill in it has been uploaded but not yet approved for syncing to Tally. Open the tab and click a bill to see the extracted details.

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1. Check the bill header

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Additional details

Add consignee, import, receipt, and order details to a bill before it syncs, instead of updating them in Tally or typing them into the narration.

1. Go to Accounts Payable, open New Bill, and click ⚙ Field Configuration.
2. Turn on the sections and fields you need, then save. This applies to your whole team.
3. On the bill, click + Additional Details below the source and destination of supply.
4. Fill in the details and create the bill. Everything syncs to Tally with the voucher.

Configuration changes apply to new bills only. Use Reset to Default to go back.

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2. Check the vendor

AI Accountant matches the vendor from details on the bill, such as the vendor name and GSTIN. Confirm the correct Vendor Name is selected. Once the vendor is selected, billing address, GST treatment, GSTIN, state, and place of supply come from the vendor master.

• If the match is wrong, select the right vendor from the dropdown.
• If the vendor is new, add them first, then return to the bill.

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3. Check the lines

Which section you review depends on the bill. Stock purchases use Item Details, expenses use Ledger Details. Both are covered on Item bills and expense bills. If the bill has several line items, review each row. Quantity, rate, tax rate, and item mapping can all be corrected before approval.

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4. Check taxes and totals

GST should match the vendor bill: CGST and SGST for an intra-state purchase, IGST for an inter-state purchase. Check the taxable amount, tax amount, and grand total.

• If reverse charge applies, set Reverse Charge to Applicable.
• Extra charges such as freight, packing, discount, or round-off should appear as ledger lines.
• Use Narration to keep a note against the entry.

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Automatic GST, TDS/TCS, and round-off

AI Accountant calculates GST, TDS/TCS, and round-off using the rates in your Tally ledger masters. Ledgers are grouped into sections and sync to Tally in this order: Sub-total, GST, TDS/TCS/Others, Adjustments.

1. Sync masters from Tally.
2. Create or upload a bill and check the Sub-total.
3. Select your GST ledgers. The amount fills in.
4. Select a TDS or TCS ledger and choose TDS or TCS. New bills default to TDS.
5. Under Adjustments, select your round-off ledger. It is calculated last.

Set up your ledgers in Tally like this: How amounts are worked out:

• GST is calculated on the taxable value. If a bill has items at different rates, add each GST ledger.
• TDS/TCS is calculated on the taxable value excluding GST. The rate depends on the 4th character of the party’s PAN: P or H uses the Individual/HUF rate, anything else uses the other deductee rate. If there is no PAN, it is taken from the GSTIN. If neither exists, 20% applies. If no rate is set in your masters, the amount is left blank.
• Others (VAT, CENVAT, Excise, and similar) are not calculated.
• Round-off uses the Rounding Method (Normal, Downward, or Upward) and Rounding Limit on the ledger, and updates when the total changes. You can add more than one adjustment ledger, such as round-off and shipping.

Which value wins: your edit, then the amount extracted from the bill, then the calculated amount. Your edits are never overwritten. Vouchers pulled from Tally keep their original Tally order and round-off unless you edit them. Once edited, they follow the order above. If a GST, TDS, or round-off ledger is missing, click + Create Ledger in the ledger dropdown. The new ledger is selected on the bill for you. See Masters and mapping.

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5. Allocate the payable

Click Allocate Invoice if the allocation window is not already open. If part of the bill is adjusted against an advance paid to the vendor, add another reference row and allocate that portion separately. One new reference line is enough for most bills. Click Confirm & Allocate.

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6. Approve

Click Approve, or Approve & Next to approve this bill and open the next one in the queue. The bill leaves Needs Review and appears in All Bills, ready to sync. The voucher number may be blank at this stage: Tally assigns it at sync, based on your numbering settings.