When to create multiple bids on one purchase order

Why Multiple Bills Are Necessary

  • Payments tied to a single change order may be split into multiple transactions (e.g., separate fees for permits).

  • Each transaction should be matched to a corresponding bill in QuickBooks to align with the charges on your bank account.

  • For example, if a $28,000 change order includes separate payments of $5,000, $10,000, and $12,000, the accountant must see three individual bills instead of one $28,000 bill.

Steps

1. Access the Change Order

  • Log in to BuilderTrend.

  • Navigate to the Change Order section and locate the relevant change order.

2. Create Individual Bills for Each Line Item

A. Select a Line Item

  • Identify the first line item (e.g., $5,000).

  • Click Create New Bill for this line item.

B. Enter Bill Details

  • Confirm the amount matches the specific line item (e.g., $5,000).

  • Enter additional details, including:

    • Vendor or payee.

    • Date of payment or invoice.

    • Description of the line item (e.g., "Permit Fee - Entity A").

C. Repeat for All Line Items

  • Repeat steps 2A and 2B for all other line items (e.g., $10,000 and $12,000).

3. Review and Send Bills to QuickBooks

A. Review Each Bill

  • Navigate to the Bills section in BuilderTrend.

  • Open each newly created bill and double-check:

    • Payee details.

    • Amount.

    • Job or project code.

    • Any additional attachments, such as receipts.

B. Send to QuickBooks

  • Once verified, click Send to QuickBooks for each bill.

  • Confirm that all details are correctly transferred to QuickBooks.

4. Handle Previously Paid Bills

A. Upload Receipts

  • If the transaction has already been paid, upload the receipt to the corresponding bill in BuilderTrend.

B. Check for Duplicates in QuickBooks

  • If a duplicate bill exists in QuickBooks:

    • Delete the duplicate.

    • Ensure the accurate bill remains with the proper receipt attached.

5. Final Verification

  • Confirm that all bills (e.g., $5,000, $10,000, $12,000) are present in BuilderTrend and QuickBooks.

  • Verify the total matches the original change order amount ($28,000 in this example).

Notes

  • Ensure that each bill is tagged correctly in BuilderTrend to reflect the correct job or project.

  • Always communicate with the accounting team if discrepancies arise or clarification is needed.

  • Regularly review the Bills section to ensure accurate tracking and reconciliation of all payments.

Click on this link for step by step process