Overview
The Bill Details page in SmartGL provides a detailed view of an individual bill selected from the Bills page.
From this page, you can:
- Review bill information in the Standard Fields section
- View any configured Extended Fields
- Review associated Line Items
- Navigate to related Vendor records
- Navigate to related Purchase Orders
- View, search, filter, and add Notes
These features help support bill review, reconciliation, collaboration, and audit tracking.
Figure 1. Bill Details page
Navigate to the Bill Details Page
To open the Bill Details page:
- In the top navigation, click Bills.
- From the Bills list, click a bill record, such as the Vendor Bill Internal ID.
- The Bill Details page opens for the selected bill.
At the top of the page, SmartGL displays the selected bill identifier and links to related records.
Related Navigation
At the top of the Bill Details page, you can navigate to related records using:
- Vendor
- Purchase Orders
These links help you move directly from a bill to associated vendor or purchase order information.
Bill Details
The Bill Details section displays bill-level information and is divided into:
- Standard Fields
- Extended Fields
- Line Items
Standard Fields
The Standard Fields section displays key details about the selected bill.
Table 1. Standard Fields
| Field | Description |
|---|---|
| Vendor Bill Internal ID | Internal identifier for the bill. |
| Status | Current status of the bill. |
| Base Currency | Base currency used for reporting. |
| Base Total Amount | Total bill amount in base currency. |
| Invoice Received Date | Date the invoice was received. |
| Contract | Associated contract, if available. |
| Freight Amount | Freight amount associated with the bill. |
| Vendor Name | Name of the vendor. |
| Date | Bill date. |
| Currency | Transaction currency of the bill. |
| Total Discount Applied | Total discount applied to the bill. |
| Base Amount Paid | Amount paid in base currency. |
| Total Amount | Total bill amount in transaction currency. |
| Tags | Tags applied to the bill. |
| Entity | Entity associated with the bill. |
| Due Date | Payment due date. |
| Exchange Rate | Exchange rate used for currency conversion. |
| Net Amount | Net amount of the bill. |
| Base Amount Remaining | Remaining unpaid amount in base currency. |
| Amount Paid | Amount paid in transaction currency. |
| Vendor Bill Ext ID | External bill identifier from the source system. |
| Age | Number of days since the bill date or receipt date, depending on configuration. |
| Bill to Address | Bill-to address associated with the bill. |
| Total Tax | Total tax amount on the bill. |
| Payment Terms | Payment terms associated with the bill. |
| Amount Remaining | Remaining unpaid amount in transaction currency. |
Note: The fields displayed may vary depending on your SmartGL configuration and source ERP data.
Figure 2. Standard Fields section
Extended Fields
The Extended Fields section displays any additional bill fields configured for your organization.
If no extended fields are configured, SmartGL displays:
- No Extended Fields
Figure 3. Extended Fields section
Line Items
The Line Items section displays the individual bill lines associated with the selected bill.
Each line item provides additional transaction detail for review and analysis.
Table 2. Line Item Fields
| Field | Description |
|---|---|
| Description | Description of the billed item or service. |
| Service Period Start | Start date of the service period, if applicable. |
| Service Period End | End date of the service period, if applicable. |
| Prepaid | Indicates whether the line is prepaid. |
| PO Number | Purchase order number associated with the line. |
| PO Line Number | Purchase order line number associated with the line. |
| Contract Number | Contract number associated with the line. |
| Contract Line Number | Contract line number associated with the line. |
| Line Entity | Entity assigned to the line item. |
| Line Type | Type of line item, such as goods or services. |
| Spend Category | Spend category assigned to the line. |
| Cost Center | Cost center assigned to the line. |
| Tax Code | Tax code associated with the line. |
| Quantity | Quantity billed. |
| Price | Unit price of the line item. |
| Amount | Total amount for the line item. |
Figure 4. Line Items section
Notes Section
The Notes section within the Bill Details page allows you to view, search, add, and filter both system-generated and user-created notes related to the bill. This supports tracking, collaboration, and auditability.
In SmartGL, notes can be categorized by type, such as:
- Agent notes
- User notes
How to Use Notes
- Viewing Notes: Notes are displayed in a list within the Notes section. Use the Agent and User checkboxes to show or hide notes by type.
- Searching Notes: Use the search in notes field to find notes by entering keywords.
- Filtering Notes: Click the Filter icon next to the search field to open the filters dialog. In the dialog, select a parameter, choose an operator, and enter a value to narrow the notes shown. Click Apply to activate the filter.
- Adding Notes: Click the plus (+) icon beside the search and filter controls to add a new user note, if you have permission.
- No Notes Available: If no notes are present, No Data To Display appears in the Notes area.
Figure 5. Notes Section in Bill Details
Notes Filter Dialog
The Notes Filter dialog allows you to refine the notes list using available filter criteria.
Depending on your configuration, you can filter notes using fields such as:
- Note created by
- Other available note-related parameters
For each filter, you can specify:
- Parameter
- Operator
- Value
You can also add or remove filter conditions before clicking Apply.
Figure 6. Notes Filter Dialog
Tip: Use system-generated notes to track automated actions, and user notes to document decisions, exceptions, or other bill-related context.
Note: If you cannot add notes, you may not have the required permissions. Contact your administrator for access.