Create a purchase bill
You record the vendor's invoice as a purchase bill, which goes into the payment schedule once approved.
Before you start
- A goods receipt from a purchase order, or a vendor invoice for an expense without an order.
- The vendor's invoice (PDF or photo) to attach.
Steps
Step 1: Open the goods receipt
In Purchase & Expenses, open the Delivery tab and click the DLV number with the status Unbilled.
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The Delivery tab with an Unbilled goods receipt.
Step 2: Click Create bill
The bill form opens with the vendor and items from the receipt already filled in.
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The goods receipt detail page with the Create bill button.
Step 3: Enter the vendor invoice details
Set the Document date to the invoice date, put the vendor's invoice number in Reference no, then set the Term and Due date. Attach the invoice under Attachments.
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The purchase bill form with the date, reference number, term, due date and the attached invoice.
Step 4: Click Save purchase
Finday saves the bill and opens its detail page with the BILL number, the status and the amount still due.
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The purchase bill detail page with its BILL number, status and amount due.
When you are done
- The bill gets a BILL number and the status Pending approval, or is approved straight away when there is no approval route.
- An approved bill appears in the Payment Schedule with the source Purchase.
- Its journal is in the Journal entries section of the bill's detail page.
Common problems
Recording an expense without a purchase order (rent, utilities, services)
Click Create new purchase, then Purchase bill, and add a line with a service product. The expense account follows that product's purchase account.
The item lines are locked
A bill from a goods receipt follows what was received. If a quantity is wrong, correct the delivery first.
Something still unclear?
Ask us on WhatsApp. The Finday team replies during office hours and can walk you through it in your own account.