How to Create a Bill Submission in ecount ERP – Group Invoices for Payment Collection

This article explains how to create a Bill Submission in ecount ERP, allowing you to group pending customer invoices and record their dispatch for payment collection. Intended for sales or accounts receivable users.

📋 Overview

Bill Submission records the dispatch of one or more customer invoices (bills) to a party for payment collection. Invoices can be sent by courier, mail, hand delivery, or any other method.

Grouping pending invoices for the same customer into a single Bill Submission simplifies tracking of when and how invoices were sent.

Purpose

Send multiple invoices to a customer in one submission.
Record the date the invoices were sent.
Track the courier or dispatch reference number.
Specify the delivery method (Courier, Mail, Hand Delivery, etc.).
Maintain a history of invoice submissions for follow‑up.

Prerequisites

Customer invoices must already be generated.
Invoices should be pending for submission.
Select the customer account whose invoices need to be sent.

Field Description

Field	Description
Submission Date	Date on which the invoices are sent to the customer.
Vch No	System‑generated Bill Submission voucher number.
Document No	Courier receipt number, dispatch reference, or any external document number.
Account	Customer account to whom the invoices are being submitted.
Through	Mode of submission such as Courier, Mail, Hand Delivery, or Transport.
Bill List	Displays all pending invoices of the selected customer.
Narration	Optional remarks regarding the submission.

🔧 Steps / How-to

Open Bill Submission from the menu.
Select the Submission Date.
Choose the Customer Account whose invoices are pending.
Enter a Document No if you have a courier or dispatch reference.
Specify the delivery method in the Through field (e.g., Courier, Mail, Hand Delivery).
The system lists all pending invoices for the chosen customer.
Check the boxes next to the invoices you want to include.
Optionally add remarks in the Narration field.
Click Save or Save & Close to record the submission.

💡 Tips

💡 Tip: Always enter the correct Submission Date to keep the dispatch history accurate.

💡 Tip: Record the courier or dispatch reference in Document No for future tracking.

💡 Tip: Use the Through field to clearly indicate the delivery method.

💡 Tip: Verify the selected invoices before saving; a Bill Submission can contain only pending invoices for the same customer.

💡 Tip: Create a new Bill Submission when invoices are sent on different dates or via different delivery methods.

⚠️ Common issues / warnings

⚠️ Note: Only pending invoices for the selected customer are displayed.

⚠️ Note: A Bill Submission records the dispatch of invoices only; it does not record payment receipt. Record payments separately using a Receipt or Collection voucher.

✅ Summary

Select the customer and choose the submission date.
Enter the document reference and delivery method.
Pick pending invoices from the displayed list.
Add any optional narration.
Save the Bill Submission to create a single dispatch record.