Review supplier bills, payables and payment records

From an original supplier document to a clear balance#

Capture the actual supplier bill, retain its private original, submit it for review and inspect the exact journal before a permitted manager posts it. Record an already completed external payment separately. The supplier statement shows what remains due, available credits and any accounting review pending.

A purchase order is a commitment. A receipt is delivery evidence. A supplier bill recognizes a reviewed liability. A payment record describes outside money movement. Keep these facts separate even when they belong to the same purchase.

Supplier Bills provides internal accounts-payable recordkeeping. It does not execute payments, validate a supplier’s registration, submit returns, transmit statutory invoices or establish ZATCA, FBR, ATO, Peppol or other authority acceptance.

Confirm the required accounting foundation#

Install and configure Accounting first. This payable workflow requires an active compatible double-entry ledger using accrual financial accounting. Double-entry cash-basis books are a different choice; the app does not silently change them or recognize unpaid expenses under an unsupported timing policy.

Supplier Bills adopts Accounting’s business name, explicitly declared country, base currency, books start and timezone. The initial release uses this single ledger currency for bills, credits, payments and refunds. A displayed source currency is not an implemented foreign-exchange posting workflow.

Purchasing is required only for approved-order references. Strict receipt matching also needs Inventory and its compatible Accounting connection. Choose these features deliberately; no app is silently installed. CRM, customer Invoicing and Payment Gateways are not required. Historical source links retain their dependencies.

Official references: Compare accounting methods and financial bases ↗

Complete the four-step setup#

An owner or administrator reviews the accounting foundation, selects the source workflow and typed account mappings, chooses financial viewing and draft preparation, then confirms review and local recordkeeping arrangements. Each choice has a relevant guide link.

The first release requires retained original evidence before submission and posting. An explanatory note does not replace an upload. Configure who may see these financial records carefully: permitted financial viewers can also retrieve their retained originals.

Safe setting changes apply to future work. Posted documents preserve their original business, supplier, account, tax and source facts. Changing a default does not reinterpret old documents, stock recognition or settlements.

1. Review the actual ledger country, currency, method, financial basis, tax basis and books start.
2. Choose standalone bills, approved-order references or strict recognized-receipt matching. Review any prerequisite error before proceeding.
3. Map payables, recoverable input tax and the default operating cost account. Read the concrete journal example.
4. Review staff access and approval segregation, confirm country-specific limitations, then save.

Choose accounts that describe the transaction#

The payables control account must be an active liability of payable kind. Recoverable input tax uses an active tax-input asset. A normal source line can use an allowed general expense or reviewed non-stock general asset. Cash, bank, clearing, receivable, payable, tax, income, equity and configured Inventory asset accounts are not ordinary bill-cost accounts.

Payments and refunds select the actual active cash, bank or clearing asset account. A bill capture does not create a payment or choose the outside bank account for you.

A strict receipt-matched line clears the GRNI account retained in the original posted receipt-cost journal. It does not debit Inventory again or use today’s replacement mapping. Archived accounts and incompatible mappings need review before new postings.

Give staff deliberate financial access#

Owners and administrators configure the workflow and may approve/post documents, approve credits and record external money. These remain separate action permissions even though the first release restricts them to managers.

Financial viewing is managers-only by default. An explicit team viewing grant includes existing workspace members and read-only viewers. An additional preparation grant permits eligible members to create, edit and submit drafts; it does not grant posting, external-money recording or administration.

Original downloads, lookup searches, statements, print, exports and direct requests follow the same financial access. Removing a role or switching a personal/corporate profile does not carry records, files, allowances or grants into another workspace. Staff seats still follow the package’s total-user allowance.

Separate preparation, submission and posting#

A draft can be corrected before submission. Submission retains the reviewed version and its evidence. A permitted reviewer inspects the exact journal, original source and posting date before posting. A posting reviewer can return a submitted record to draft with an explanation; the submitted history remains retained.

Manager review deliberately permits an eligible manager to prepare and approve when that is the business’s chosen policy. Separate preparer and approver prohibits the preparer, latest editor or submitter from approving their own version, including the owner. Arrange an eligible second manager before selecting strict separation.

A changed draft, changed policy, stale browser version or expired journal review must be refreshed and reviewed. Do not copy an earlier review hash or assume a successful earlier approval applies to a changed source. Discarding an unneeded draft retains its reference and history.

Maintain basic suppliers without installing CRM#

Add the supplier’s business name, contact details, address, declared country and supplied tax/registration reference. Basic vendor contacts are shared only within the active workspace; unrelated CRM notes and bank credentials are not part of this projection.

A permitted preparer can edit these basic contacts. Posted documents retain their reviewed supplier snapshot. An older contact-edit hash is rejected so another person’s change is not silently overwritten.

Use Suppliers and statements to review that supplier’s documents and commercial balances. A saved name, email, tax reference or uploaded document does not verify identity, registration or payment instructions.

Find a record outside the initial option list#

Initial supplier, account, order and receipt option lists are bounded. Use Find options with a specific name, account code, order number or document reference when the needed record is missing. Search replaces the available results while retaining currently selected records.

Only authorized compatible records are offered. An unposted receipt cost, wrong-supplier document, archived account, exhausted credit or incompatible source may need a source correction rather than a broader search. Draft receipt selections do not reserve stock matches indefinitely.

Capture original dates and prevent duplicate payables#

Keep the actual supplier document reference, issue date, received date, due date, business reference and original amounts. Preserve punctuation and leading zeros. Due dates cannot precede the original issue date. A future source date needs deliberate review; a planned future payment is not a completed external-money fact.

Duplicate protection uses the workspace, supplier, document kind and conservatively normalized reference. Trimmed/collapsed whitespace, Unicode normalization and case do not make a second payable. Bill and supplier-credit references have separate kinds. Draft, discarded and reversed references remain reserved.

If a duplicate is reported, find and review the existing record. Return its draft for correction or use the retained source-correction process as appropriate. Do not add arbitrary punctuation merely to bypass a real duplicate. File fingerprints and matching supplier/date/gross warnings are additional review evidence, not proof that two sources are equivalent.

Retain and retrieve private originals#

Save the draft first, then retain the actual supplier original on its detail screen. PDF, JPEG, PNG, WebP, XML, JSON, TXT and CSV originals are accepted within the displayed per-file limit, a maximum of 20 originals per source and the workspace storage allowance. Machine-readable files are retained as originals; Emnaro does not interpret them as approved tax data.

The evidence list shows the original name, type, size, recorded time and file fingerprint. Download original retrieves an authorized private attachment. Supplier evidence is not published in generic Files, shared public links or an unrelated member’s search. Downloads use protective attachment headers.

Unsealed draft uploads can be removed by permitted users. Submitted originals are retained; returning to draft permits additional originals while preserving previously sealed evidence. Posted sources cannot replace their evidence through ordinary edit or delete actions. Use the documented source correction rather than rewriting an original.

For payment or refund evidence, select the actual supplier before uploading. Staged originals are private to the uploader until bound to the completed-money record. Remove unbound uploads before selecting another supplier. An upload does not establish supplier validity, recoverable tax or an outside transaction.

Record source tax separately from reviewed recovery#

Enter exact net amounts and each actual source tax component with its original label/reference. Several components can represent the original supplier figures without pretending one generic rate implements every country. The sum of source net and source tax must exactly equal the supplier’s stated gross; a difference is shown for review, never silently balanced by a rounding penny.

Reviewed recoverable tax begins at zero and cannot exceed that component’s actual source tax. Unregistered businesses must keep recovery at zero. Positive recovery also requires the supported registration, evidence and timing review; when financial and tax bases differ, this release blocks positive recovery until a separate deferred-tax workflow exists.

Nonrecoverable source tax belongs in the reviewed cost or carrying amount. Tax shown on an original, tax recognized as recoverable in these books and a claim accepted by an authority are different facts. Entering a label does not implement reverse charge, withholding, deferred tax or universal deductibility.

1. Copy original net and source tax amounts without applying subscription-price rounding.
2. Review each component’s documentary evidence, registration and supported timing before entering a recoverable portion.
3. Compare the calculated gross with the supplier’s stated original total. Resolve every variance.
4. Inspect the resulting cost, input-tax and payable journal before posting.

Inspect the exact journal and recognition date#

A normal bill debits each reviewed cost/non-stock asset by net plus nonrecoverable tax, debits input tax by reviewed recoverable tax, and credits payables by gross. An eligible standalone supplier credit reverses bounded original cost/tax components through AP.

Choose a separate ledger posting date in an open period on or after the books start. The source issue date remains the actual original date. Closed periods and finalized money-account reconciliations remain protected; a later supported recognition date needs an explanation rather than falsifying the actual event date.

Posting binds the exact reviewed journal and document version. A changed source, account, match availability or posting date requires another preview. A bill or credit posting failure leaves the submitted original unposted and available for review. It does not manufacture a journal or a settled status.

Reference orders or match recognized stock deliberately#

An approved-order reference preserves a commercial link only. It does not add stock or establish receipt. Compare the actual supplier bill with the order and retain any difference for review.

Strict receipt matching uses sealed Purchasing receipt quantities whose original Inventory cost journal has already posted and remains unreversed. It checks the workspace, supplier, order, currency, business identity, exact movement and historical GRNI account. Resolve unposted cost recognition in Inventory’s existing cost-review workflow first.

A bill line may match explicit whole quantities from one or several eligible receipt lines. Its net plus nonrecoverable tax must equal the exact allocated original carrying value. This release applies zero carrying-cost tolerance: it does not silently expense supplier price/freight differences, change stock, create another cost event or infer recoverable tax.

Posting rechecks available quantities under a lock. Concurrent bills cannot consume the same units. Exact ordinal allocations preserve rounding pennies through partial matching and source reversal/reuse. Draft choices are advisory. If availability changes, refresh the source, revise the supported amounts and review the journal again.

Supplier credits against matched stock, quantity returns, landed-cost changes and arbitrary three-way tolerances require a dedicated Inventory/GRNI correction workflow and are unavailable here. Eligible ordinary-cost portions of a mixed bill can still receive a traceable supplier credit.

Capture an actual credit and use its available balance#

Open an eligible posted bill and choose Capture supplier credit. Retain the supplier’s actual credit original, enter its own original reference/dates and select each eligible original standalone line and tax component. Amounts are bounded by the original remaining eligible net, source tax and reviewed recoverable portions.

Post the credit after reviewing its exact reversal journal. Available credit equals posted credit less effective applications and actual supplier refunds. Apply supplier credit allocates it to outstanding posted bills of the same supplier and ledger currency without another journal.

A reasoned application correction appends counterpart allocations, retaining the original application. It does not create new credit or money. A real supplier refund is a separate inbound external-money fact, not an internal correction. Stock-matched source credits remain unsupported.

Understand partial settlements and balances#

A bill’s commercial outstanding amount equals its posted gross less effective payments and credit applications. A credit’s available amount equals its posted gross less effective applications and recorded actual refunds. Draft, submitted, discarded and reversed sources cannot receive new settlements.

A recorded payment must be fully allocated across one or more outstanding posted bills of the same supplier. Partial bill settlement is supported. Overpayments, advances, other-supplier allocation and foreign-exchange settlement are unavailable. A refund must consume available supplier credit.

The server recomputes balances under a lock at the action. If another payment or credit used the last balance, refresh and review the existing records; do not force a browser total or retry under a new source identifier.

Record completed external payments and refunds#

Select the actual supplier, outside payment/refund date, non-sensitive method/reference, completed amount, actual money account and explicit full allocation. Retain private outside evidence. Confirm that the event already happened before recording it. Do not enter bank credentials or full card numbers.

A supplier payment debits AP and credits the actual money account. An actual supplier refund debits the money account and credits AP. This recordkeeping workflow does not call Airwallex, charge a card, send funds, verify a provider payment or cancel an outside transfer.

The completed-money fact and allocations survive an accounting failure. A closed period, account mapping or other recognition exception leaves a visible ledger-review state rather than deleting the payment or prompting a second payment. Use the existing source’s retry process.

Resolve a failed recognition or mistaken record safely#

Open Ledger review or the source linked from a money/document detail. Review its actual date, recognition date, retained journal and failure reason. Correct a supported mapping or choose an open recognition date with an explanation, then retry the existing source. Its identity and actual event remain unchanged.

To correct a mistaken manual money record, use Correct the manual money record with a reason and open recognition date. The original, effective-allocation counterparts and any required reversing journal remain. This does not cancel the bank transfer; an actual supplier refund must be recorded separately.

To reverse internal bill or credit recognition, first resolve effective payments, credit applications, dependent credits and source claims in their supported correction sequence. A reversal retains original facts and creates a dated counter-entry. It is not supplier-issued credit, stock return or payment execution.

A stale-version error means another change occurred. Open the latest version in a separate tab and compare before resubmitting. A duplicate reference, cost mismatch, exhausted quantity, missing prerequisite and closed period require different remedies; follow the specific error and preserve the original evidence.

Review a supplier statement or export exact records#

A supplier statement separates bills, credits, completed external money and pending ledger recognition. Current all-time commercial balances remain distinct from the selected date range of source records. Original source dates, posting dates and actual money dates are separate fields. Paginate through all matched documents and money records.

Commercial outstanding can temporarily differ from ledger AP when an external-money record awaits recognition. Review the pending sources before comparing with the Accounting control balance. A net credit position is available supplier credit, not an implemented prepayment or evidence of cash received.

Exports are permission-scoped CSVs of documents or allocations with exact stored amounts and source/recognition context. More than 5,000 matching rows is refused with a request to narrow filters; nothing is silently truncated. Spreadsheet formula-leading freeform cells are neutralized in export without changing the original records.

Printed internal bill records and statements are labelled internal. They are not a supplier’s original invoice, bank confirmation or government return. Retained original files are separate authorized downloads.

Review the business country and retain the correct evidence#

The declared Accounting business country describes the business context. Language, browser location, supplier address or subscription currency does not establish legal registration. Review the separate country recordkeeping guide for Australia, Saudi Arabia, UAE, UK, Canada, Pakistan, New Zealand, Singapore or the applicable other-country position.

Keep transaction-specific originals, source dates and reviewed tax treatment. General retention examples have exceptions and do not create one automatic destruction timer. Australian/foreign-hosted data obligations and Canadian accessible-record requirements are not solved by a generic export.

Current local posting and evidence retention are distinct from ZATCA clearance, FBR production acceptance, ATO lodgment, Peppol delivery, UAE statutory e-invoicing and Singapore InvoiceNow/GST readiness. Unsupported authority actions remain unavailable. Seek applicable professional/authority review for the actual business and transaction.

Official references: Business country, original records and tax review ↗

Use the demo and preserve workspace boundaries#

The isolated demo offers the same supported bill, evidence, review, credit and recorded-money workflows with disposable fictional records. No real bank transfer, supplier message, gateway action or authority submission is triggered by QA. Demo records and private originals follow the configured expiry and purge rules.

Switching personal/corporate profiles does not carry supplier evidence, ledger authority, stock matches, staff, quotas or licences into another workspace. Production originals remain subject to the actual retention arrangements; demo expiry is not a production financial-retention policy.