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Supplier bills

Record the bills your suppliers send you, post them to your books, and pay or void them.

Supplier Bills holds what your suppliers have billed you. A bill starts as a draft. It gets its number and reaches your books when it is posted.

Who can do this

  • Owners, admins and members can create, edit and delete draft bills.
  • Only owners and admins can post a bill or void one. A member who clicks Save and post gets the bill saved as a draft, with a message that only an owner or admin can post it.
  • Viewers can only look. In the demo workspace nothing can be changed.

Before you start

The supplier must be in Customers and suppliers with Supplier ticked. Without one, the form asks you to add a supplier first.

Steps

Add a bill

  1. Open Supplier Bills under Purchases in the Finance menu.
  2. Click New Bill.
  3. Choose the Supplier. The Due date follows the supplier's payment terms until you change it.
  4. Type the Supplier's reference, such as their invoice number, if you have it.
  5. Set the Bill date and check the Due date. The due date cannot be before the bill date.
  6. If the bill is in another currency, choose its Currency. See Foreign currency for how the rate works.
  7. If the bill is for an approved purchase order, choose it under Purchase order. The bill then takes the order's currency. You get a warning, not a refusal, if the bills for that order go over its total or over what has been received.
  8. Pick a Category, or leave Default category.
  9. Fill in the Lines: pick a Product to fill the line at its cost, or type a Description, Qty, Unit, Unit price and SST %. Use Add line for more.
  10. Click Save draft to keep it as a draft, or Save and post to post it now.

Edit, post or delete a draft

  1. Find the draft in Bills. Use the Status list or search by number or supplier.
  2. Open the row's menu and choose Edit, Post or Delete.
  3. Post asks you to confirm: the bill gets its number and can no longer be edited, only voided.

Pay, credit or void a posted bill

From a posted bill's row menu:

  • Pay opens Record payment with this bill ticked. See Payments out.
  • Credit note records a credit from the supplier against this bill. See Supplier credit notes.
  • Void asks you to confirm with Void bill. The bill stays in the list as Void and nothing more is owed on it. This cannot be undone.

Use Export to download the bills you are looking at.

Common problems

  • "A bill needs at least one line with an amount." A bill cannot be posted until its lines add up to more than zero.
  • "This bill is posted and can no longer be changed. Void it instead." Posted bills are locked.
  • "This bill has payments. Void or delete them before voiding it." Void or delete its payments on Payments Out first.
  • "A contra entry sets this off. Void the contra entry first." See Contra entries.
  • "A supplier credit note is against this bill, or credit is applied to it. …" Void or delete that credit note, or take the credit off, on Supplier Credit Notes first.
  • "Choose an approved purchase order from this supplier, or none." Only approved orders from the same supplier can be chosen.
  • "This date is in a closed period: the books are locked to …" The bill date is on or before the books lock date. See Accounting settings.
  • "Only an owner or admin can post, pay or void. Ask one of them to do this." You are a member.

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