This feature comes with certain plans. If it is not in your menu, it is not in your business's plan.
Open a new bill
In the side menu choose Purchases, open the Supplier bills tab and press New bill.
Copy the bill's details
Choose the Supplier and type the Supplier invoice no. (1) exactly as printed; it is needed to reclaim input VAT. Set the Date to the date on the bill, not the day you enter it. Due comes from the supplier's payment terms, and you can change it.
Add the lines
Each line works one of two ways:
- Goods or a recorded item: pick the Item and the account comes with it (from the item). Stocked items enter stock when the bill posts.
- An expense with no item, such as rent or maintenance: leave the item empty and choose the Expense / asset account.
Then check the quantity, price, discount and Tax. A line with neither an item nor an account will not post.
Check the VAT rate on every line. If the supplier's invoice carries no VAT, change the rate so you do not reclaim input VAT you never paid.
Post the bill
Press Post the bill, or Save draft to finish it later. Posting records it in the books: the bill takes a number, its status becomes Issued, and the supplier's balance rises in accounts payable (what you owe suppliers). Stocked items go up in the warehouse at the bill's cost.
| Account | Debit | Credit |
|---|---|---|
| Expense or inventory | 1,000.00 | |
| VAT input | 150.00 | |
| Accounts payable | 1,150.00 |
A posted bill cannot be edited or deleted. If it is wrong, correct it with a debit note. A draft can still be edited or deleted.
If you see a duplicate warning or a refusal
- Possible duplicate: this supplier has another bill with the same number, or the same total within a week. Open the link and check.
- This supplier's invoice number is already on another bill: posting stops here, so the bill is not paid twice and its VAT not reclaimed twice. If it really is a different bill, press Save anyway.
- If the bill's date falls in a locked period, posting is refused, so check the date or the period.
- If your establishment has switched on approvals for bills, use Send for approval in the Approval box before posting.
Was this tutorial helpful?
No, I need help