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Purchase Invoices

The Purchase Invoices module lets you record vendor bills, track what your business owes suppliers, and automatically post the corresponding journal entries to the General Ledger.

Prerequisites

Set up your Chart of Accounts and Posting Setup before approving bills — the system uses these mappings to generate double-entry journals automatically.

Status flow​

Draft → Approved → Paid
              ↓
            Void
StatusMeaning
DraftBill recorded but not yet verified. Can be edited or deleted.
ApprovedBill verified and posted to GL (DR Expense / CR Payables).
PaidPayment processed and posted to GL (DR Payables / CR Bank).
VoidBill cancelled. GL entries already posted are not automatically reversed.

Creating a vendor bill​

  1. Go to Accounting → Purchasing
  2. Click + New Bill
  3. Fill in the header:
    • Vendor — select from your vendor list or type a name
    • Date — invoice date from the vendor
    • Due Date — when payment is due
    • Vendor Ref — the vendor's own invoice number (for matching)
  4. Add line items: description, quantity, unit, unit price, and whether VAT applies
  5. Click Save Draft

Approving a bill​

Only users with the Approve Purchase Invoices permission can approve.

  1. Open the bill (from the list or FactBox)
  2. Click ✓ Approve

If Posting Setup is configured, the system automatically creates a posted journal:

DR  Expense Account        [subtotal per line]
DR  VAT Input Account      [VAT amount, if VAT lines]
CR  Accounts Payable       [total]

The GL journal number is shown on the bill after approval.

Marking as paid​

  1. Open an Approved bill
  2. Click 💳 Mark Paid

This creates a second posted journal:

DR  Accounts Payable       [total]
CR  Bank / Cash Account    [total]

FactBox​

Click any row in the Purchase Invoices list to open the FactBox — a summary panel showing vendor, dates, total, and status. From the FactBox you can:

  • Open Bill → — navigate to the full detail page
  • ✓ Approve — approve directly from the list (Draft bills)
  • 💳 Mark Paid — mark as paid directly from the list (Approved bills)

Permissions​

PermissionWhat it allows
purchase.viewView the purchase invoice list and details
purchase.createCreate new draft vendor bills
purchase.editEdit existing draft bills
purchase.approveApprove bills, mark as paid, void
purchase.deleteDelete draft bills
posting.manageConfigure Posting Setup (GL account mappings)

Assign these in Settings → Access → Roles.

AP Aging​

The list view summary cards show:

  • Outstanding — total value of all Approved (unpaid) bills
  • Overdue — count of Approved bills where the due date has passed (shown in red)