Overview
Navigate to Contacts > Suppliers/Contractors and open the relevant contact to find its Bill Settings tab. Bill Settings let you pre-set how bills from that Supplier/Contractor are handled, and JACK applies these rules automatically each time you process one of their bills. This saves you from configuring the same settings manually every time.
Once you have linked your supplier/contractor click the Set Supplier Rules link to open a pop menu and can access these rules while processing a bill.
Aliases
Aliases
An alias tells JACK which name variations on scanned bills should be matched to that Supplier/Contractor. When the OCR scanner scans a bill, the text recognition may read a slightly different version of the company name, such as a trading or logo name instead of the registered business name. Aliases map those variations back to the correct contact.
JACK usually creates an alias automatically the first time you process a bill from a new Supplier/Contractor (see Processing Bills).
Scroll down the Bill Settings page to add or edit aliases at any time. Any future bill scanned with a matching alias then links to the correct Supplier/Contractor automatically, with no manual reassignment required.
Supplier/Contractor Rules
Supplier/Contractor Rules
Due Date allows you to set a fixed number of days for all bills from this particular supplier/contractor
Use Bill due date first when available allows the due date from the bill to be used first if the bill does have one listed.
💡 Useful for suppliers whose invoices sometimes include a due date and sometimes don't.
Don't extract line items on this supplier, when enabled, Jack skips scanning individual line items for this supplier and instead records the bill as a single line for the total amount.
💡 Good for suppliers who send bills with many line items you don't need itemized against the budget (e.g. a materials supplier invoice)
Line item tax setting: Select whether this supplier's scanned line items include or exclude GST/tax by default, so you don't need to check this on every bill for every line item.
Default Tax Rate: Set the default tax rate applied to bills from this supplier.
Approval Workflow
Approval Workflow
From here, you configure the rules a bill from this supplier must meet before it can move to the Approved tab
Needs to be linked to a purchase order to be approved — if enabled, a bill can't be approved unless it's linked to a PO.
Allowed to be approved if it exceeds the PO amount — enabled by default. If disabled, a bill linked to a PO that would exceed the PO amount cannot be approved as is.
Approval threshold — e.g. only requires special approval if the bill exceeds the PO amount by a set dollar amount.
Assigned approver(s) — assign a specific role or specific staff member(s) as required before the bill can move forward.
All assigned approvers must approve — if enabled and more than one approver is assigned, each must approve before the bill moves to Approved status.
Accounting Software Defaults
Accounting Software Defaults
Set the default bill sync behaviour for this supplier/contractors bills
Default Account Code: Which chart of accounts account in your accounting software the bills push to.
Default Bill Status: Default status on sync (e.g. Awaiting Approval).
Contact in Xero: Linked contact in your accounting software.