Vendor Receipts
A vendor receipt records a purchase made directly from a supplier typically a cash or immediate payment transaction. It is used to track expenses and supplier cash outflows.
Create a vendor receipt
- In the left sidebar, click Finance Zone.
- Click Vendor Receipts → + New Vendor Receipt.
- Fill in the form:
Left side: Vendor:
| Field | Description |
|---|---|
| Vendor | Search and select. Vendor must already exist in the system |
Right side: Receipt details:
| Field | Description |
|---|---|
| Receipt Date | Date on the supplier's receipt |
| Payment Date | Date the payment was made |
| Expense Journal | Classification for expense reporting |
| Receipt Reference | Supplier's reference number |
| Note | Optional internal note |
-
In the receipt body, add line items:
- Search and select from your registered products and services, or
- Click + Non Catalog Item to add items not in your catalogue, a form will appear to fill in the details.
-
Review totals and click Post Receipt.
After posting
You will be redirected to the posted receipt. From there you can attach the supplier's PDF for archive and accounting purposes.
Currency rules
warning
You can only combine items of the same currency on a single vendor receipt. The currency of the first item added determines the currency of the entire receipt. Plan accordingly before adding items.
Key points
| Point | Detail |
|---|---|
| Vendor required | Must exist before posting a receipt |
| Non-catalogue items | Use + Non Catalog Item for unregistered products |
| Currency | Set by the first item. Cannot mix currencies |
| PDF attachment | Available after posting for archive purposes |