Managing bills and payments
Audience: Procurement and finance administrators
Recording and tracking bills
Bills record what vendors have invoiced you, so that payment can be approved and tracked against it.
Creating a bill
Go to Procurement → Bills.
Select Create New Bill.
Record the vendor invoice against the relevant order.
Submit for approval.
What the page tracks
Four money figures rather than counts: Paid payments, Pending Payments, Approved Payments and Declined Payments. Overview and Action Required tabs work as elsewhere.
Bills and payments are separate
Recording and approving a bill does not move money. Payment is handled under Accounting → Bill Payments, where you can also record an advance payment. Keep the two steps distinct when reconciling.
Managing bill payments
Bill Payments releases money against vendor bills, and records advances.
Creating a payment
Go to Accounting → Bill Payments. Two actions are available:
Create Bill Payment — pay against a recorded vendor bill.
Create Advance Payment — pay a vendor ahead of the bill.
What the page tracks
Paid Payments
Pending Payments
Approved Payments
Rejected Payments
All four are money values rather than counts. Overview and Action Required tabs work as elsewhere.
Bills and bill payments are separate
The bill itself is recorded under Procurement → Bills. Approving a bill does not move money — the payment here does. Keep the two apart when reconciling with a vendor statement.
Record the vendor bill
Open Procurement → Bills and select Create New Bill . Select the vendor, then select the purchase order when one applies. Enter the bill number, bill date, and due date. Add each line item, quantity, unit, unit price, category, tax, and discount. Review the total, shipping cost, and net amount to the vendor. Add attachments where needed. Create the bill and route it through approval.
Release payment
Open Accounting → Bill Payments. Select Create Bill Payment for an approved bill, or Create Advance Payment when paying before a bill exists. Select the vendor and bill, enter the amount, and choose Wallet Transfer or Manual Payment . Optionally schedule the payment, record bank charges, and add notes. Submit and track it under Overview or Action Required.
Important: Bill approval and payment are separate controls. Do not mark a vendor invoice settled until the payment record is completed.
Need help? If the page, field, or approval action is missing, confirm the active organisation and ask an administrator to check your role and permissions. Quote the record reference when contacting support.
Screen guide
Bill-payment form showing vendor, bill, amount, payment method, scheduling, charges, and notes.
Vendor advance-payment form showing vendor, amount, payment method, scheduling, charges, and notes.
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