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Enter Supplier Invoice (Bill)

This guide explains how to record an invoice received from a supplier.

Recording a New Invoice​

Navigate to Accounts Payable > Transactions > Invoices > Add Invoice.

Invoice Header​

  1. Supplier: Select the supplier from whom you received the bill.
  2. Purchase Order (Optional): If this invoice relates to a previously raised PO, select it here to link them.
  3. Invoice Date: The date on the supplier's invoice.
  4. Description: A brief summary of what the invoice is for (e.g., "Monthly Cleaning Services").
  5. Invoice Reference: The invoice number provided by the supplier. This is critical for avoiding duplicates.

Invoice Line Items​

You can record line items as either inventory Items or direct Expenses (Accounts).

  1. Type:
    • Item: For inventory or tracked service items.
    • Account: To post directly to an expense account (e.g., Office Supplies, Rent).
  2. Item / Account: Select the specific item or GL account.
  3. Description: Describe the line item.
  4. VAT Type: Select the VAT rate charged by the supplier.
  5. Qty: Quantity purchased.
  6. Unit Cost: Cost per unit (excluding VAT).
  7. VAT: The system calculates the VAT amount based on the rate and cost.
  8. Total: Displays the line total.

Finalizing​

  • Check the Grand Total against the physical invoice you received.
  • Click Submit (or similar button) to save the invoice.
  • The invoice will now appear in the Supplier Invoice List.