🗂️ Managing Purchase Bills

Track vendor bills from receipt through payment, monitor overdue obligations, and maintain accurate records of your purchase expenses.

📊 Status Transitions

From	To	Action
Draft	Received	Validate and confirm vendor invoice
Draft	Cancelled	Cancel bill entered by mistake
Received	PartiallyPaid	Record a partial payment
Received	Paid	Record full payment
Received	Overdue	Automatic when dueDate passes
PartiallyPaid	Paid	Record remaining payment
PartiallyPaid	Overdue	Automatic when dueDate passes
Received/PartiallyPaid	Cancelled	Cancel the bill

:::info Changing status Status is changed directly in the purchase-bill list — click the status badge on a row to open a dropdown and pick any status (Draft, Received, Partially Paid, Paid, Overdue, Cancelled). You can also set Overdue manually. Once a bill is Paid or Cancelled the row shows a fixed badge with no dropdown — it's locked. :::

✏️ Editing a Purchase Bill

What Can Be Edited?

The Edit action is available for every status except Paid and Cancelled.

Status	Editable?
Draft	✅ Yes
Received	✅ Yes
PartiallyPaid	✅ Yes
Overdue	✅ Yes
Paid	❌ Edit hidden
Cancelled	❌ Edit hidden

✅ Confirming a Received Bill

When you verify the vendor's invoice against what was delivered:

1. Cross-check the item quantities, prices, bill date and due date against the vendor's physical invoice (use Edit if anything needs correcting)
2. On the bill's row, click the status badge and choose Received

tip

Always confirm (Received status) only after verifying the bill matches what you actually received. Disputes are much harder to resolve after payment is made.

💳 Recording a Payment to a Vendor

Full Payment

When paying the full outstanding amount:

1. On the bill's row, click the status badge
2. Choose Paid

Partial Payment

When making a part-payment:

1. On the bill's row, click the status badge
2. Choose Partially Paid

When the remaining amount is paid, click the status badge again and choose Paid.

info

The system tracks payment status through the status field. For detailed payment breakdown (amounts, dates, references), use the notes field to document each payment installment.

⏰ Overdue Bills

A bill becomes Overdue when its dueDate has passed and it has not been fully paid.

Managing Overdue Bills

1. Review bills whose due date has passed
2. Prioritize payment based on vendor relationship and penalty terms
3. Once paid, set the bill's status to Paid from the row's status dropdown

warning

Overdue bills can affect your vendor relationships and may incur late payment penalties. Review overdue bills regularly from the Overdue filter in the bills list.

tip

Set a weekly reminder to review bills with Received and PartiallyPaid status that are approaching their dueDate. Proactive payment prevents overdue situations.

❌ Cancelling a Purchase Bill

To cancel a bill:

1. On the bill's row, click the status badge
2. Choose Cancelled

warning

If a partial payment was already made on a bill you are cancelling, record the refund or credit note details in the bill's notes. The cancelled bill is preserved for audit purposes.

🔗 Reconciling with Purchase Orders

To verify a bill against its corresponding Purchase Order:

1. Note the referenceNumber on the bill (should contain the PO number)
2. Open the corresponding Purchase Order
3. Compare ordered quantities and prices vs. billed quantities and prices
4. Resolve any discrepancies with the vendor before confirming

📋 List Actions

Each bill row has: View, Edit, Delete, plus the clickable status badge. Edit and Delete are hidden once a bill is Paid or Cancelled (the row is locked).

🔍 Filtering and Searching

From the Purchase Bills list you can:

• Filter by a date range (From / To)
• Search by vendor name or bill number

📊 Payables Summary

Track your outstanding vendor obligations by reviewing bills in these statuses:

Status	Action Required
Draft	Verify and confirm
Received	Schedule payment before dueDate
PartiallyPaid	Schedule remaining balance
Overdue	Pay immediately

🗑️ Deleting a Purchase Bill

Bills can be deleted from the list view (any status except Paid or Cancelled). This is permanent.

warning

Avoid deleting vendor bills. Use Cancelled status for bills entered by mistake or for vendor credit notes. Deletion removes your audit trail for vendor transactions.

📂 Related Topics

• Creating a Purchase Bill
• Purchase Orders Overview — Track POs that lead to purchase bills