Purchase invoices
Supplier bills for propane loads, cylinders, parts and services, from entry and posting to payment.
A purchase invoice is a bill a supplier sends you: a transport load of propane from your wholesaler, a pallet of cylinders, regulators and fittings, or a service you paid for. This page is where the bill is entered, matched to what you ordered, posted, and paid.
Where purchase invoices come from
A purchase invoice always opens as Draft. There are two ways to start one.
- From a purchase order. On the order, New Invoice raises an invoice for the order lines that still have something to bill (purchase orders). Each invoice line stays linked to the order line it bills.
- By hand, from the supplier's PDF. On Purchase Invoices, choose Add Purchase Invoice, then drop the supplier's PDF bill on the form. AimRack reads the supplier, the invoice number, the dates, the tax and the lines from the document and fills them in. Check them, then create the invoice. When a read line does not match an item you stock, the invoice shows Unmapped Extracted Lines; choose Map Lines Now to match each one to an item.
When your company requires suppliers to be approved, an invoice from a supplier that is not yet approved shows Unapproved Supplier in its header.
What the statuses mean
| Status | What it means |
|---|---|
| Draft, Pending | Not posted yet. Everything can still be changed. |
| Open | Posted and waiting to be paid. The invoice is locked. |
| Partially Paid | Payments or credits cover part of the balance. |
| Paid | Payments or credits cover the whole balance. |
| Overdue | Posted, not fully paid, and past its due date. |
| Debit Note Issued | A debit memo has been applied to it. |
| Voided | Reversed. It stays on file but counts for nothing. |
A posted supplier bill reads Open where a posted customer invoice reads Submitted; both mean "posted and waiting for payment".
How to enter and post a supplier bill when it arrives
- Open the draft invoice.
- In the properties panel, check the Invoice Supplier, Invoice Supplier Location and Invoice Supplier Contact, the supplier's Invoice Number, the Payment Terms, Date Issued, Date Due and Currency.
- Check each line against the bill: the item, the quantity and the unit price. A line can be an item (Part, Service, Material, Tool or Consumable), a G/L Account line that charges a cost straight to a ledger account with a description (freight or a fee with no item behind it), or a Comment.
- Under Tax & Shipping, enter the tax and the supplier's shipping charge. Use Add Shipping to record the delivery location and shipping method.
- Choose Post.
If some lines were never received into stock, the posting dialog says so: posting creates and posts a receipt for them at the same time. When an item on those lines needs serial or batch numbers, the receipt is created but not posted, and AimRack takes you to it to enter the numbers (receipts).
Posting locks the invoice and moves it to Open. The bill counts in the books on its own Date Issued, not on the day you post it, so a bill needs its Date Issued before it posts, and the month it falls in must still take postings: a locked or closed month refuses and names the first open day. With accounting turned on, posting writes the ledger entries: the amount owed to the supplier against the goods or cost, clearing the "received but not yet invoiced" amount the receipt recorded; a G/L Account line is charged to its account the way that kind of account grows or shrinks.
How to pay a supplier bill when it is due
When a posted bill still has a balance, the header shows Payment. Choose it and a new supplier payment opens with this bill filled in; check the amount and bank account and post it. To pay several bills from one supplier at once, use Make Payment on the Payables page (invoicing). The payments guide covers discounts and write-offs.
When accounting is turned off, a posted bill offers Mark as Paid and Mark as Unpaid instead, exactly as sales invoices do.
How to reverse a bill when it was posted by mistake
- Void any supplier payment applied to it, or remove a credit's application, first. A bill with a payment or credit applied cannot be voided.
- Choose Void Invoice. The void asks for its Reversal date, the day the reversal counts in the books: it starts at the bill's own posting date and cannot be earlier. If that month is already locked or closed, the dialog stays open, says why, and offers the first open day as one choice; choose it (or another open day) and void again. Nothing is voided until you confirm the day.
Voiding reverses the bill's journal, cost ledger and stock entries on the reversal date, updates the purchase order's invoiced quantities, keeps the bill on file as Voided, and leaves any related receipts untouched.
A draft bill can simply be changed or deleted. Only draft invoices can be deleted.
Where this fits
The bill follows the purchase order you placed with the supplier and the receipt that brought the propane or parts into your bulk plant or warehouse. It shows up in the Payables aging on Invoicing, and a payment or a debit memo settles it.