Why match the bill
The order says what you asked for, the goods receipt says what arrived, and the invoice says what the supplier charges. Matching the invoice to receipt lines means you only book a bill for goods that came in. If the invoice price differs from the cost at receipt, the difference is booked as a variance.
Supplier invoices live in Finance, but they complete the purchasing flow, so this article walks through them.
Enter a supplier invoice
- Go to Finance → Payables and press New invoice.
- Supplier: choose the supplier.
- Supplier invoice no.: the number printed on the bill.
- Invoice date: the date on the bill.
- Due date: leave it empty to use the supplier's payment terms.
- Exchange rate: shown only for a foreign-currency supplier. Enter the rate to your base currency.
- Under Goods received, not yet invoiced, tick the receipt lines this bill covers. The supplier's delivery note number is shown next to each receipt number.
- Adjust Qty or Unit price if the bill differs. The quantity cannot be more than the Open quantity. The price starts at the cost at receipt.
- VAT: each line offers No VAT (0 %) and your company's tax rules. A receipt line starts with its product's tax rule; a charge starts with your default rule. Change it if the bill shows a different rate.
- For freight, services or other costs on the same bill, press Add charge, choose the Account, and enter a Description and Amount.
- Check Net, VAT and Total, then press Save draft.
If the list says every receipt from this supplier has been invoiced, the goods have not been received yet, or another invoice already covers them.
VAT rates on a bill
The rates you can choose are your tax rules under Catalog → Tax rules. If a bill shows a rate you have no rule for, add a rule with that rate first. A bill line with a rate that no rule has is refused, so the VAT report only shows rates you have set up.
Choose No VAT (0 %) for a supplier who is not registered for VAT, or a charge that carries no VAT.
Post the invoice
While it is a draft you can press Edit draft to change it, or Cancel draft to discard it. Cancelling frees its receipt lines for another invoice.
- Click the invoice in the Payables list to open it.
- Check the lines. The Accrued at receipt column shows the value booked when the goods arrived.
- Press Post invoice and confirm with Post. The payable is booked and the invoice can no longer be edited.
Keep an eye on what you owe
The top of Finance → Payables shows Open payables in your base currency, the Overdue amount and the number of Suppliers with open invoices. Due dates in the past are highlighted in the list.
Filter by supplier or status: Draft, Posted, Partially paid, Paid or Cancelled.