What this page is for
This page shows one supplier invoice in full: its lines, each with what was billed and, once matched, its variance against the goods receipt; its net, tax and gross totals; and, once approved, what has been paid or credited against it and what is still outstanding.
Everyone whose role can view purchasing sees this page. Matching, editing and deleting a draft need a role that can manage purchasing; approving or rejecting an invoice that landed outside tolerance needs a role that can approve purchasing documents — and never the same person who recorded it. Recording a payment needs a role that can pay; recording a credit note needs a role that can manage purchasing.
How to…
How to match an invoice
While the invoice is a draft, press Match. It is compared with the goods receipt it names: within tolerance, matching is itself the approval, and the invoice becomes Approved at once; outside tolerance, it becomes Pending and waits for someone else to approve or reject it.
How to edit or delete a draft
While the invoice is a draft or was rejected, press Edit draft to change it, or Delete draft to remove it.
How to approve or reject an invoice
On a pending invoice, press Approve invoice or Reject in the approval bar. Approving accepts the price differences shown as variance and makes the invoice payable in full; rejecting sends it back to draft, with your reason, to be amended and rematched.
How to dispute a line
While the invoice is a draft or pending, press Dispute on the line and say what is wrong. A disputed line blocks both matching and approval until someone other than you settles it; what is owed for the goods is not reduced while it is argued.
How to settle a disputed line
Press Settle dispute, choose whether to accept the supplier's figure as it stands or correct the line, add a note, and, if correcting, the corrected net and tax amounts. Settling clears the block so the invoice can be matched or approved.
How to pay or credit an approved invoice
Once approved, with something still outstanding, press Record payment to pay it, or Record credit note if the supplier owes a reduction instead.
Worked examples
Butchery that also roasts meat
Mama Njeri's Butchery's buyer presses Match on an invoice billed almost exactly as ordered. The small difference falls inside both the per-line and the overall tolerance, so matching itself approves the invoice, and Record payment is available straight away.
Restaurant and bar
The Acacia Grill & Bar's chef spots a line billed well above the agreed price and presses Dispute, explaining the mismatch. The invoice cannot be matched while the line is open; the restaurant's manager later presses Settle dispute, chooses Correct the line, enters the agreed net and tax amounts, and the invoice can then be matched.