Supplier bills
Demo Educational Publishers invoices the school for learning materials. Finance needs the supplier’s reference, the expense or receipt evidence, tax treatment and due date before posting the amount owed. A purchase order is a commitment; a supplier bill records the liability.
On this page
Before you beginRecord a direct billAfter submissionAvoid a duplicate liabilityContinue withBefore you begin
- Create the supplier with the correct payable account and currency.
- Have the supplier invoice and, for received goods, the purchase order and receipt.
- For stock received through Procurement, start with Create bill on the submitted purchase receipt to preserve matching and clearing-account evidence.
Record a direct bill
- Open Accounting > Payables > Bills and select Record bill.
- Choose the supplier and enter its invoice reference. Check Accounting date, Supplier invoice date, Due date and Currency.
- Describe each line and review quantity, unit price, expense account and purchase tax treatment.
- Check net, tax and total against the supplier’s document. Keep a useful internal note.
- Choose the adjacent Save purchase bill draft action for review, or Create and submit bill when the bill is ready to post.
After submission
A submitted bill posts the configured expense or clearing and tax entries against the supplier payable. It remains outstanding until an eligible supplier payment is allocated. Creating a bill does not receive physical stock or transfer money.
Open Payables > Aging to review what is due. Investigate old balances using the bill and payment allocations, not only the supplier’s latest statement.
Avoid a duplicate liability
- Search the supplier reference before entering a bill again.
- If the receipt already has a bill, inspect that linked bill instead of creating a separate direct bill.
- If submission fails after the draft was saved, reopen or retry that draft; confirm status before repeating the entire entry.