Purchase bills

A purchase bill records goods or services you bought from a supplier. When approved, it adds to what you owe the supplier, brings goods into stock and posts the cost to your accounts.

Go to Purchases › Purchase Bills.

Creating a bill

1. Click Add and choose the Supplier. For a one-off seller who isn't a supplier yet, use a general supplier and type their name in Manual Vendor Name.
2. Fill in Bill Date, Due Date, Order Number (your order or the supplier's invoice number), Currency and Project Name. In another currency than the base one, item purchase prices are converted at the rate, changing the currency converts the lines you already added, and every amount shows its base-currency value under it (Currencies).
3. Add the lines:
   • choose the item, then the warehouse the goods go into (the item's default warehouse to start with). You can also scan a barcode into the item list's Search box: the item (or the variant or unit of that barcode) is added with quantity 1, scanning it again adds one more, and the list stays open for the next scan;
   • for batch items, choose the batch or create a new one on the line (batch number, manufacturing and expiry dates);
   • choose the Variant if the item has variants;
   • enter Quantity, Rate (the supplier's price), Tax and line Discount.
4. Optionally add a bill discount, Notes and Terms & Conditions.
5. Save as Draft or Save as Approve.

The tax column appears when Vat On Purchase is on in Preferences; discounts when Discount is on.

When approved, goods that keep stock come in at the line amount after line discount, in the base currency, and the item's average cost is updated.

Paying the bill

• Open the bill and click Record Payment: enter the amount, Payment Type, Paid Through (the cash or bank account) and the date. For a bill in a foreign currency, the Exchange Rate box is filled with today's rate (the bill's own rate is shown under it as Bill rate); the exchange gain or loss against the bill's rate is shown before you save. You can also choose another Currency: the amount then becomes the cash in that currency that pays the full balance (converted with today's rate of the bill's currency, shown in its own rate box), and Off the bill shows the balance it clears. See Payments made.
• Or use Payments Made to pay several bills of one supplier at once.

The bill shows Partially Paid until the Balance Due is zero, then Paid. After the due date it shows Overdue by N days.

A bill must be approved before it can be paid.

Returns

Create Debit Note on an approved bill starts a debit note for goods you send back.

Editing and deleting

Approved bills can be edited or deleted with the right permission, unless the period is closed, the goods have already been sold or moved, or the bill has payments or returns. See Draft and approved documents.

Budget warning

With Budget Warning on, approving a bill that takes an expense account over its approved budget asks you to confirm (Save anyway). See Budgets.

What it posts

Dr each line's account (inventory for stock goods, cost of goods for goods without stock, the expense account for services) and tax payable; Cr accounts payable for the total and discount received for the bill discount.