See the How to PDF document #391 on setting up Charge Codes and Bill Codes.
Bill codes are a link to the Chart of Accounts primarily for use in the payables module. They define how accounts payable transactions post to the general ledger. Invoices, Work Orders, Checks, all have an associated Bill Code which defines the reason for the transaction.
Like the accounts defined in the Chart of Accounts, the Bill Code has an ID and Description which appears in the Find List. It must be associated with an account in the Chart of Accounts. The Chart of Accounts ID and Description can be the same as the Bill Code but does not have to be. A number of Bill Codes can be assigned to the same Account Code, i.e. you may write checks for Stove, Refrigerator, Dishwasher but on the owner ledger have them all combined as Appliances. The Bill Code (e.g. Stove) will appear on invoice reports, the Account Code (e.g. Appliances) will appear in the owner ledger and on the owner statement.
The Bill Code may also be associated with a Charge Code which is used to charge a tenant. This is the case when the tenant is responsible (charged for) a percentage or fixed amount for invoices.
For example, the owner pays for trash collection and is reimbursed by the tenant. There would be a trash collection bill code tied to a Trash account, with an associated Charge Code of trash collection.
Active
Unmark this checkbox if you do NOT want the code to show on the Find List. Once on the find list you can mark the "Show Inactives" checkbox to display inactive codes.
TIP: Bill codes are created for identifying what bills are being paid for. Do not set up a bill code if you don’t write a check for it. We strongly recommend consulting your accountant for assistance in setting up your bill codes.
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