What this page is for
This page keys in a supplier's invoice exactly as they printed it. It is saved as a draft first; pressing Match then compares it with the goods receipt it names — what was received, and at what price — and either approves it on the spot, within tolerance, or sends it to someone to approve by hand. The same page edits a draft, or amends one that was rejected.
Only people whose role can manage purchasing see this page.
Before you start
- Most invoices bill a goods receipt. Find it by its reference or the date it was received.
- An invoice with no delivery behind it is unusual, and only fits a cost that still relates to a purchase order — a transporter's own freight invoice, say, arriving separately from the goods. Choose No goods receipt, give a reason, and bill it as a charge against that order.
- Recording an invoice with no delivery behind it also needs a role that can approve purchasing documents, on top of the role that manages them.
Fields
Supplier
Who the invoice is from. Fixed once the invoice is matched.
Example: Ndahiro Farm
Supplier's number
The supplier's own invoice number, exactly as printed.
Example: INV-55421
Invoice date
The date on the supplier's invoice.
Example: 03/10/2026
Goods receipt
Which delivery this invoice bills. Choose No goods receipt only for an invoice with no delivery behind it.
Example: GR-00412 · 02/10/2026
Why no goods receipt
Required only when no goods receipt is chosen.
Example: Transporter's own freight invoice, delivery already billed separately
Quantity invoiced
The supplier's quantity for this line. Leave it blank for a receipt line this invoice does not bill; it is matched once only, so billing less than was received is ordinary.
Example: 50
Net amount
The supplier's amount for this line, before tax.
Example: 4000
Tax amount
The supplier's tax for this line.
Example: 640
For order line
Which order line a billed charge — freight or similar — relates to.
Example: Beef (steak cut) — Per kg · 80
Expense category
What the charge is booked to.
Example: Freight in
Tax class
The tax treatment of a billed charge.
Example: Standard rate (16%)
How to…
How to record an invoice against a delivery
- Press Record invoice, or press Record invoice on the goods receipt itself, which fills in the Goods receipt and its lines for you.
- Check the Supplier's number and Invoice date.
- For each line under Goods billed, enter the supplier's Quantity invoiced, Net amount and Tax amount. Clear the quantity on a line this invoice does not bill.
- Add any Charges billed — freight or similar — naming the order line and expense category each relates to.
- Press Record invoice, then Match on its own page.
How to record an invoice with no delivery behind it
Leave Goods receipt on No goods receipt, give a reason in Why no goods receipt, then add it as a charge against the order it relates to.
Worked examples
Butchery that also roasts meat
Mama Njeri's Butchery's buyer records Ndahiro Farm's invoice INV-55421 against goods receipt
GR-00412. The supplier billed 78 kg at a slightly higher price than ordered; she enters the
supplier's own net and tax amounts exactly as printed and leaves the difference for matching to
find.
Supermarket
Tumaini Supermarket's transporter sends its own freight invoice separately from the supplier's
goods invoice. The buyer chooses No goods receipt, gives the reason Transporter's own invoice, goods billed separately, picks the order the delivery belongs to, and books the charge
against the expense category Freight in.