Supplier bills and payments

When a supplier's bill arrives, enter it against the purchase order. Sahab compares it with the order and with what you received: if it matches, it's posted and becomes due; if not, it stays on hold until someone with the right permission decides.

Before you start

• Entering and paying bills needs Manage purchasing, which the Owner and Manager roles and the Accountant template have by default. Approve supplier bill differences and Void supplier bills belong to the owner alone by default, so an accountant enters a bill but doesn't approve its difference.
• Supplier payables is shown to people with View reports, which the Accountant template includes.
• In Configuration Studio → Supplier bills, your company sets the Matching method. The default is Automatic: against the order and the receipt when there is a receipt, otherwise against the order alone. Quantity tolerance and Price tolerance (%) start at zero, so any difference puts the bill on hold.

Enter a supplier's bill

1. Open the purchase order or the goods receipt and press Create supplier bill.
2. Enter the Supplier invoice no. exactly as printed, then the Bill date and Due date.
3. The lines are filled with what is Open to bill at the Order price. Change the Quantity, Unit price and Tax % to match the supplier's bill.
4. Check the Match column and the message under the lines; it tells you whether the bill will post or be held.
5. Press Save bill.

Sahab won't accept the same invoice number twice for one supplier, so a bill can't be entered twice.

A bill that doesn't match

A held bill shows in Supplier bills as On hold. Someone with Approve supplier bill differences opens it and chooses:

• Approve variance: they write the Reason and press Approve and post. The bill posts at the supplier's prices and quantities.
• Reject: they write the reason and press Reject bill. Nothing is owed on a rejected bill, and you can enter the correct bill again.

A bill without an order

For carrier, customs agent and service bills, press New bill without an order in Supplier bills and choose each line's type: Landed charge or Service / expense. Goods themselves are always billed against their purchase order.

Pay bills

In Supplier bills, choose Unpaid or Overdue to see what needs paying, then:

1. Open a posted bill and press Pay. The Pay supplier bills screen opens with all of that supplier's open bills.
2. Enter an amount under Pay now for each bill, or press Pay all due.
3. Choose the account under Pay from, then press Record payment.

An advance you spread over bills from the advance's own page shows on the bill as From a supplier advance.

Correct a posted bill

• If the supplier sends a discount or a price change, press Add a credit or debit note on the bill page. A Credit note lowers what you owe the supplier and a Debit note raises it. Then press Post note.
• To cancel the whole bill, void its payments with Void payment and void its notes, then press Void bill. Your company may require a second person to approve the void.

Supplier payables

Open Procurement → Supplier payables to see what the company owes each supplier: Bills due, less Unapplied credit and Advances paid, giving Net owed.

• In Payables aging, choose under Age by: Due date or Bill date.
• Received, not billed shows the value of goods you received whose bill hasn't arrived yet.
• Press Statement on a supplier's row, or export the table with Export CSV.

Note: Only a posted bill is due and can be paid. Bills on hold or rejected don't count towards Net owed.

What's next

• Purchase and receive goods — the order and receipt a bill is built on.
• Add a supplier and follow their account — advances and the supplier statement.
• Return goods to a supplier or claim from them — a credit note for goods you sent back.