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🗂️ 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

Transition to Overdue is based on the dueDate field. Bills without a dueDate do not automatically become overdue.

✏️ Editing a Purchase Bill

What Can Be Edited?

Status	Editable?
Draft	✅ All fields
Received	⚠️ Limited — add notes, update due date
PartiallyPaid	❌ Read-only (except notes)
Paid	❌ Read-only
Overdue	⚠️ Limited — notes only
Cancelled	❌ Read-only

✅ Confirming a Received Bill

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

1. Open the bill in Draft status
2. Cross-check all item quantities and prices against the vendor's physical invoice
3. Verify billDate matches the vendor's invoice date
4. Confirm dueDate reflects agreed payment terms
5. Change status to Received
6. Save

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. Open the bill with Received status
2. Change status to Paid
3. Add a note with payment details (date, reference, bank transfer ID, cheque number)
4. Save

Partial Payment

When making a part-payment:

1. Open the bill with Received status
2. Change status to PartiallyPaid
3. Add a note specifying the amount paid and payment reference
4. Save

When the remaining amount is paid:

1. Open the PartiallyPaid bill
2. Change status to Paid
3. Add payment details in the notes
4. Save

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. Filter the Purchase Bills list by Overdue status
2. Prioritize payment based on vendor relationship and penalty terms
3. Once paid, change status to Paid and add payment details

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. Open the bill (must be Draft, Received, or PartiallyPaid)
2. Change status to Cancelled
3. Add a reason in the notes (e.g., duplicate entry, vendor credit note issued)
4. Save

warning

If a partial payment was already made on a bill you are cancelling, record the refund or credit note details in the notes field. 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

🔍 Filtering and Searching

From the Purchase Bills list, filter by:

• Status — view Overdue, PartiallyPaid, or Received bills
• Search by vendor name or bill number
• Sort by dueDate to prioritize payment

📊 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. This is permanent.

warning

Do not delete 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