What this page is for
A supplier invoice is what the supplier bills for. Most invoices are keyed against a goods receipt: matching compares what was billed with what actually arrived, and at what price, before anything is paid. This page lists every invoice, newest first, with its supplier, the date it falls due, its total and its status.
| Status | What it means |
|---|---|
| Draft | Being keyed in. Not yet matched. |
| Pending | Matched outside tolerance; waiting for someone to approve or reject it. |
| Approved | Matched within tolerance, or approved by hand. Ready to pay. |
| Rejected | Refused, with a reason. Amended and rematched from draft. |
A row also shows if a line on it is in dispute, so a billing disagreement is never lost among otherwise-ordinary invoices.
Everyone whose role can view purchasing sees this page. Recording, matching and disputing an invoice need a role that can manage purchasing; approving or rejecting one that landed outside tolerance needs a role that can approve; paying it needs a role that can pay.
How to…
How to record an invoice
Press Record invoice, or press Record invoice on the goods receipt it bills. See Record invoice.
How to find an invoice
Type in the search box, or filter by Status, Supplier or the date it falls due.
Worked examples
Restaurant and bar
The Acacia Grill & Bar's manager filters this list to Pending each morning to see which supplier invoices landed outside tolerance overnight and need a decision before they age further.
Supermarket
Tumaini Supermarket's buyer searches by supplier name to find every invoice from Nakuru Wholesale Mart this month, to check none is still sitting as a draft waiting to be matched.