The Bill Item List report lists the individual lines on your supplier bills. Use it to see what you spent on each inventory item or tax, what each supplier billed you for, or which bill costs you linked to a project.

Open the report

Go to Reports in the left menu. On the Standard tab, find Bill Item List under Finance, or type "bill" into Search. The report itself is headed Bill Line Item Details.

Click the report to open it. The parameters are in the panel on the right. Change them, then click Preview to run the report again.

Choose what to include

  • Report Currency:
    • Base Currency (the default): your account currency, using the exchange rate saved on each bill.
    • Tran Currency: each bill's own currency.
    • Supplier Currency: the supplier's currency. It differs from the bill's currency only if you changed the currency on the bill. Avaza then uses the market rate for the bill's issue date.
    • Project Currency: the currency of the project each line is linked to. Lines without a project are left out.
  • Date Range: This Week, This Month, Last Week, Last Month, Last 30 Days (the default), Last 60 Days, Last 90 Days or Custom Date Range. For a custom range, fill in StartDate and End Date. The dates filter on the bill's issue date.
  • Primary Grouping and Secondary Grouping: group the lines by Inventory Item, Tax Name, Project, Bill Number, Supplier or Status. Primary Grouping can also be Currency. Choose the primary grouping first, then the secondary list offers the others. Leave both empty for a plain list.
  • Supplier: one or more suppliers, or leave it empty for all. The list includes every company with a transaction in Avaza, so your customers appear in it too.
  • Projects: only lines linked to these projects. Once you choose a supplier, this list only offers that supplier's own projects. Bill lines are usually linked to your customers' projects, so leave Supplier empty to filter by project.
  • Inventory Items and Tax Names: only lines with these inventory items or taxes.
  • Status: Draft, Verified, Late, Partially Paid, Paid or Void. Leave it empty to include every status, drafts and void bills too.
  • Show Columns: the columns to show (see below).
  • Sort Columns and Sort Order: sort by a column, ascending or descending. Without a sort column, the newest bills come first. You can also click a column heading in the report to sort by it, and click it again to reverse the order.
  • Display Parameters on Report: print your choices at the top of the report, so an export shows what it covers.

Read the report

Supplier is always shown, unless you group by it. By default the report also shows Inventory Name, Quantity, Currency, Unit Price, Issue Date, Tran Number, Amount Before Tax, Tax Amount and Total Amount. Tran Number is the bill number: its column is headed Bill Number, and clicking a number opens the bill.

In Show Columns you can also add Description, Project Title, Tax Name, Subject, Due Date, Status, Discount Amount and Balance Amount.

Column

How it's worked out

Amount Before Tax

The line amount after any discount. On tax-inclusive bills, the tax is taken off. See tax-inclusive and tax-exclusive amounts.

Discount Amount

The line's discount percentage × quantity × unit price.

Balance Amount

The line's share of what is still unpaid on its bill: line total ÷ bill total × bill balance.

The report shows up to 11 columns, counting Supplier, and the default layout uses 10. If you choose more, it asks you to remove some. When you group by a field, its column is usually hidden, because the group heading already shows it.

Each group heading shows the group's subtotals. The Total row at the bottom adds up Quantity, Discount Amount, Amount Before Tax, Tax Amount, Total Amount and Balance Amount. When a group mixes currencies, its amounts show NA. To get totals, use Base Currency or group by Currency.

Good to know:

  • Only lines with a Type (an inventory item) are listed. A bill line can be saved without one, so if a line is missing, open the bill and choose its Type.
  • A line has a project only when Enable Project Bill Link is on in Settings › Invoice & Bill Settings and someone chose a project under Link project on the bill. Grouped by Project, lines without one appear under ==No Project==.
  • Balance Amount isn't converted: it stays in the bill's own currency. For bills in another currency, read it with Tran Currency.
  • Bill payments aren't listed. To see what you still owe each supplier, run the Bill Aging and Bill Aging Details reports. See getting started with bills.

For the same view of your invoice and credit note lines, use the Transaction Item List report.

Save, schedule or export

To keep your parameter choices, save the report as your own copy: see saving and sharing reports. On a paid plan, a saved report can be emailed to you on a schedule: see scheduling reports for email delivery. To download the lines for a spreadsheet or your accountant, see exporting data.

Who can see it

Finance reports are available to Administrators and Finance Managers. This one also needs Bills to Pay to be switched on, under Settings › General in Enabled/Disabled Modules. If you can't find the report, ask an Administrator to add the Finance Manager role under Assign Roles on your contact record. See managing users and contacts.