Bills

In this section, you can view, create, and manage all of your bills, whether they come from a purchase order or are entered manually.

You can also create bills from scanned documents (PDF, images) using automatic data extraction. See the Extract from a document and Batch extraction from documents sections below.

If ALIX is connected with Zoho Books and bills are enabled, they will be synchronized.

Create a bill #

1. From the menu on the left, choose Purchases -> Bills.
2. Click Create bill, or click the desired bill in the list, and then click Edit  in the top right.
   
3. Enter the requested information, and then click Save.
   

Note: The vendor and the site cannot be changed once the bill has been created.

Extract from a document #

-> Available from ALIX 11.23.0. How do I find out the current version?

ALIX can automatically extract information from a document (scanned bill) to pre-fill the creation form. The document used is automatically attached to the created bill.

Accepted formats: PDF, PNG, JPG, JPEG, TIFF, and WEBP. Maximum size: 50 MB.

1. From the menu on the left, choose Purchases -> Bills.
2. Click the ▾ arrow to the right of the Create a bill button, then select Extract from a document.
   
3. In the window that opens, drag and drop or select a file.
   

Note: only one file at a time. Selecting a new file replaces the previous one.

4. Click Extract. Processing may take a few moments.
5. The creation form opens with pre-filled fields (vendor, date, reference, items). Review and complete the information if needed, then click Save in the top right.

Note: if no data could be extracted from the document, an error message is displayed and the creation form does not open. Make sure the document is readable and try again, or create the bill manually.

Batch extraction from documents #

-> Available from ALIX 11.23.0. How do I find out the current version?

Batch extraction allows you to create multiple bills from multiple documents in a single operation. Each document successfully processed creates a separate bill with the document automatically attached.

Accepted formats: PDF, PNG, JPG, JPEG, TIFF, and WEBP. Maximum size per file: 50 MB. Maximum 20 files per extraction.

Note: unlike single document extraction, which opens a creation form for review, batch extraction creates bills directly. All required information must be present and readable in the document, otherwise the bill will not be created.

1. From the menu on the left, choose Purchases -> Bills.
2. Click the ▾ arrow to the right of the Create a bill button, then select Batch extract from documents.
   
3. In the window that opens, drag and drop or select one or more files.
   

Note: duplicate files are automatically ignored. To remove a file from the list, select it then click the delete button.

4. Click Extract.
5. The window closes and processing takes place in the background. A progress message is displayed and remains visible even if you navigate to another page.
6. Once processing is complete, a message indicates the result: number of bills created, number of failures, and total processed. The created bills appear in the grid.

Note: in case of partial failure (some documents could not be processed), the successfully created bills are kept. You can rerun the extraction for the failed documents or create the corresponding bills manually.

Edit a bill #

1. From the menu on the left, choose Purchases -> Bills.
2. Click the desired bill in the list, then click Edit in the top right.
3. Edit the desired information, then click Save in the top right when you are done.

The following elements cannot be changed:

• The vendor and the site are locked once the bill is created.
• The status of a bill linked to Zoho Books (with an external ID) cannot be changed from ALIX.

Delete a bill #

1. From the menu on the left, choose Purchases -> Bills.
2. Select the bill to delete in the grid.
3. Click the delete button.

It is impossible to delete a bill if it is linked to Zoho Books and its status is not Open.