Supplier bills and payments

Before you start

• You are an owner or manager.
• You have posted goods received from this supplier (see the Receiving stock and checking prices lesson).
• Have the supplier's invoice, and the bank slip if you are paying now.

Step by step

1. Supplier bills

Purchasing › Supplier bills lists every bill with its due date, its status, and what is still owed on it. The chips pick out bills that are due, partly paid or overdue.

2. A new bill

When the supplier's invoice arrives, press New bill and choose the supplier. The due date follows their payment terms.

3. Bill the goods received

Press Add GRNs. Kade lists the goods received from this supplier that are not yet billed. Tick the ones on the invoice and Add to bill.

4. Issue the bill

Press Issue. The bill is checked against the goods received, and now shows as Due.

5. Record a payment

To pay it, press Record payment. The amount is filled in with what the bill still owes. Choose Bank transfer and add the bank slip reference.

6. Post the payment

The payment goes to this bill; a larger amount would spread over their other bills, oldest first. Post payment, and the bill is paid.

Good to know

• A posted goods received note has its own Create bill button, which drafts the bill for you.
• To pay several bills at once, tick them in the list and press Pay selected. They must all be from one supplier.
• Anything paid beyond what the bills owe is kept as supplier credit.
• Payment starts as Cash, which comes from the drawer and needs a shift open on this PC. Choose Bank transfer when you pay from the bank.

Try it yourself

1. Open Supplier bills and click the Overdue chip to see what you owe late.
2. Press New bill, choose a supplier, and add their unbilled goods received with Add GRNs.
3. Issue the bill, then record a bank transfer payment against it.

Recap

That's the cycle: receive the goods, bill them from the supplier's invoice, and pay. What you owe each supplier is always up to date.