Supplier Bills

Finalize your accounts payable and record your liabilities.

Interface Overview

Business Overview

A Bill is the final step in the purchase cycle. It records the official invoice from your supplier, creating a financial debt (Liability) that must be settled.

Actions

Creating a Bill

1. From a GRN: Open the GRN and click "Convert to Bill".
2. Manual: Go to Purchases > Bills and click Add Bill.
3. Invoice Number: Enter the supplier's invoice reference.
4. Terms: Select when the payment is due (e.g., "Net 15").
5. Items: Verify total costs, including any added shipping or taxes.
6. Click Save & Post.
7. Effect: This increases your Accounts Payable balance and completes the item's cost-of-goods calculation.

Viewing & Searching

• The Bills List highlights upcoming due dates and outstanding balances.
• Click a Bill to see the associated Journal Entries at the bottom of the page.

Bill Detail View

Comprehensive bill details with line items, payments, and accounting entries.

Overview Section

The bill detail view provides complete information about the bill:

• Header: Bill number, date, supplier details, and status (Draft, Posted, Paid, Overdue)
• Line Items: Full list of items with quantities, unit prices, discounts, and taxes
• Totals: Subtotal, tax amounts, discounts, shipping, and final total
• Payment Status: Shows amount paid, balance due, and payment history
• Due Date: Payment due date with overdue highlighting if past due

Payments Tab

The Payments tab tracks all payments recorded against this bill:

• Payment History: List of all payments with dates, amounts, and payment methods
• Payment Details: Reference numbers, bank accounts, and payment notes
• Make Payment: Button to record new supplier payments directly from the bill view
• Debit Notes: Shows any debit notes applied to this bill

Journal Entries Tab

The Journal Entries tab displays the accounting impact:

• Debit Entries: Accounts debited (Expense/COGS Account, Inventory Asset)
• Credit Entries: Accounts credited (Accounts Payable, Tax Accounts)
• Date & Reference: Transaction date and journal entry reference
• Branch Context: Shows which branch the transaction was recorded in

Updating a Bill

1. Open a "Draft" Bill and click Edit.
2. Modify costs or taxes.
3. Click Update.
4. Posted Bills: To maintain audit integrity, posted bills cannot be edited. You must use Void and Clone.

Voiding a Bill

1. Open a posted Bill.
2. Click Void.
3. Effect: The accounting entry and any associated stock movements are completely reversed.

Cloning for Correction

If you made a mistake on a posted Bill:

1. Void the original Bill.
2. Click Clone on the voided record.
3. A new draft is created with all 50+ items filled in.
4. Fix the one mistake and Post again.

Recording Payments

Recording a Payment Against a Bill

1. Open the bill and click Record Payment.
2. Payment Date: Select when the payment was made to the supplier.
3. Payment Method: Choose how you paid (Cash, Bank Transfer, Card, Mobile Money, etc.).
4. Payment Account: Select the bank or cash account from which funds were withdrawn.
5. Payment Amount: Enter the amount paid to the supplier.

Payment Types

• Full Payment: Paying the exact amount due. The bill status changes to "Paid" and the balance becomes zero.
• Partial Payment: Paying less than the amount due. The bill status changes to "Partially Paid" and a balance remains. You can record additional payments later until fully settled.
• Over Payment: Paying more than the amount due. The excess amount is recorded as a credit balance with the supplier, which can be applied to future bills or requested as a refund.

Payment Effects

• Accounting: Credits the selected payment account (Bank/Cash) and debits Accounts Payable.
• Bill Status: Updates based on payment type (Paid, Partially Paid, or Overpaid).
• Supplier Balance: Reduces the supplier's outstanding balance accordingly.
• Receipt: A payment receipt is generated for your records.

[!IMPORTANT] Payments: A Bill's status will change from "Unpaid" to "Paid" once you record a Supplier Payment against it.