Supplier Invoices

A supplier invoice is a bill you have received. Recording one tells the system what you owe and when it is due, so it shows up on your payables and in your reminders.

Before you start

• The supplier must exist — see Suppliers.
• If the bill is for goods you ordered, check whether a purchase order already exists. Recording the bill from the order rather than from scratch saves retyping and keeps the two matched. See From purchase order to paying your supplier.

Record a bill

1. Open Purchases›Supplier Invoice and click Add.
2. Pick the supplier. Their Payment Term and Currency fill in by themselves.
3. Set the Date to the date on their bill, not the date you are typing it. This is what decides which month the cost lands in and when payment falls due.
4. Type their bill number into Reference Number so you can find it again when they chase you.
5. Click Add First Item. Pick the item under Inventory for goods, or leave it blank and type a Description for a service.
6. Fill in Qty and Unit Price, and check the tax matches what they charged you.
7. Attach a scan of the original on the Attachments tab.
8. Click Confirm. The bill shows Confirmed and appears in what you owe.

Change a bill

1. Open Purchases›Supplier Invoice and click the bill.
2. If it shows Draft, change it and save.
3. If it shows Confirmed, click Reset to Draft first, change it, then confirm again.

If the supplier sends a corrected bill for less, do not edit the original — record a supplier credit note against it, so both documents exist and your trail matches theirs.

Delete a bill

1. Open Purchases›Supplier Invoice.
2. Use the … menu at the end of the row, choose to delete, and confirm.

Other things you can do

• Pay it. Create Payment opens a payment already matched to this bill. See Payments.
• Receive the goods. If the bill came first, Generate to Goods Receipt records the goods arriving against it.
• Credit part of it back. Generate Credit Note raises a supplier credit note for a short delivery or a returned item.
• Copy a regular bill. Duplicate makes a fresh draft with the same lines.
• See the chain. Linked Documents shows the order it came from and the goods receipt and payments against it.

What can stop you

• If the bottom of the page reads Period Locked, the bill date falls in a closed month. See Financial Periods.
• If you see ACC-0006This document has a posting dated :date, which falls in a filed tax period. Revert that tax filing to draft before changing or deleting the document. the tax return covering that date has been filed and nothing in the period can move.
• If you see DOC-0016This document has been used by a downstream document. Remove it first. something has been created from this bill — a goods receipt or a credit note. Remove it first.
• If the bottom reads Locked — has linked receipts or payments, you have already paid it. Remove the payment first.
• If confirming complains about a missing account, the supplier has no GL Control Account and there is no company default. See Accounting Defaults.