Old Unpaid Bills

Overview

The Old Unpaid Bills bookkeeping data check page identifies bills that were added to Xero some time ago but have still not been marked as paid in Xero.

By reviewing the list of old unpaid bills that Xenon Connect flags up on this bookkeeping data check page, you are able to deal with the unpaid bills appropriately.

There are various reasons why a supplier bill may be showing up as unpaid in Xero, including the following:

• The bill was created in error
• The bank reconciliation process is not up to date and the payment to the supplier has not yet been allocated to the bill
• The payment has been incorrectly allocated to a different bill/supplier
• The supplier payment has been incorrectly marked as a direct payment to an expense nominal account (rather than through the creditors ledger)
• An agreement has been reached with the supplier to discount or write off the bill, but no credit note has been created and matched against the original bill
• The just haven’t paid the supplier yet

View Bills in Xero

For each old unpaid bill identified, you are able to click the View button after which you will be taken directly to the applicable bill within your Xero account. This will allow you to investigate the item further.

Void Bills

If you determine, after review, that a particular bill has been created in error, it can be quickly removed from Xero by clicking the “Void” button within Xenon Connect.

Please note that bills with payments or credit notes already allocated cannot be voided. In this circumstance you will need to unallocate the payment or credit note from the bill first, before voiding the bill .

Create Credit Note

If you have investigated an bill and decide that you need to raise a credit note against it, then you can click the “Credit Note” button to create a credit note for the applicable supplier in Xero.

Dismiss Item

If you decide that a particular bill is ok to be left as unpaid, then you can click the “Dismiss” button to hide the item and prevent that specific bill appearing as an old unpaid bill again.

Ignore Item for 30 Days

If a bill shows up as old and unpaid, but you expect to pay the supplier soon, you can click the “Ignore (30 days)” button which will hide the item for 30 days.

After 30 days, you still have not paid the bill, then the item will reappear in the list.

Show Dismissed Matches

You can recheck dismissed and ignored old unpaid bills in Xenon Connect by enabling the “Show dismissed items” toggle.

This will allow you to add any dismissed or ignored items back to the main old unpaid bill list, by clicking the “Add back to issue list” button.

Search Text Filter

Use the search box to filter the old unpaid bill results in real time, based upon the text entered.

The results will also include any dismissed and ignored bills.

Bulk Process Options

The following bulk actions can be taken by using the check boxes and Bulk Process Options drop down menu:

• Void bills in Xero
• Dismiss bills in Xenon Connect
• Ignore bills for 30 days in Xenon Connect

Settings

Within the Old Supplier Bills section of the Settings page in Xenon Connect, the following preferences can be adjusted:

• Date of bill is at least x days old – Use this setting to choose the minimum number of days since the bill was created (based upon bill date) to show up as an old unpaid bill item (default value is 60 days)