Vendor Invoices
Vendor invoices allow you to record what you owe to suppliers tracking payables, expenses, and budgeting. An invoice can be posted directly or against an existing purchase order.
Post a new vendor invoice
- In the left sidebar, click Finance Zone.
- Click Vendor Invoices → New Invoice.
- Fill in the invoice header:
| Field | Description |
|---|---|
| Vendor | Search and select. Vendor must already exist in the system |
| Invoice Date | Date on the supplier's invoice |
| Due Date | Payment due date |
| Invoice Number | Reference number from the supplier's invoice |
| Expense Journal | Classification for expense reporting and budgeting |
| Reference Note | Optional internal reference |
- Click Save Invoice Details.
- In the invoice body, add line items:
- Search products or services from the vendor's catalogue, or
- Click + Non Catalog Item to add items not registered in your catalogue.
- Review totals and click Save Invoice.
You can only combine items of the same currency on a single vendor invoice. Issue separate invoices for different currencies.
The vendor must be registered before you can post an invoice. See Vendor Management.
Post an invoice against a purchase order
Use this when products have already been received and a purchase order exists.
- Go to Finance Zone → Vendor Invoices.
- Next to New Invoice, click the ⋯ menu.
- Select Post Invoice Against PO.
- Search and select the purchase order.
- Choose the quantities to invoice per line. Only bill lines and quantities confirmed as delivered.
- Fill in invoice dates, invoice number, and expense journal.
- Save the invoice.
A purchase order can be invoiced across multiple invoices. Only the lines and quantities you select will be billed in this invoice. Remaining lines and quantities stay open for future billing.
If reception of goods on this PO is not fully confirmed, use the button at the top of the PO "View and Receive order" to go to PO Reception first.
Record a vendor payment
A posted invoice is unpaid by default. To record an outgoing payment:
- Go to Finance Zone → Vendor Invoices.
- Find and open the invoice in question.
- Click Register Payment at the top.
- Fill in:
| Field | Description |
|---|---|
| Amount | Amount being paid |
| Payment Method | Cash, bank transfer, e-wallet, etc. |
| Account | Required for bank transfer or e-wallet — must pre-exist |
- Click Record Outgoing Payment.
If your payment account does not appear, see Banks & E-wallets to configure it first.
Recording a payment does not trigger any real transaction on your bank account. This is for reporting and tracking purposes only.
Key points
| Point | Detail |
|---|---|
| Vendor required | Must exist before posting any invoice |
| Same currency only | Cannot mix currencies on one invoice |
| PO invoicing | Partial invoicing per line is supported |
| Payment | Unpaid by default. Register payment separately |
| Reporting only | Payment recording does not move real funds |