Accounts payable & vendor bills

Accounts payable is the other side of invoicing: what you owe. It lives under Purchasing → Vendor Bills.

Entering a bill

Record a supplier invoice against the vendor with its date, due date, terms, and lines. A bill raised from a purchase order carries the ordered lines across, so you are checking rather than retyping. You can also scan the invoice and let the scanner extract the supplier, lines and totals for you to confirm.

Matching

Invoice Matching compares the bill against the purchase order and what was actually received. A bill that does not match on price or quantity is exactly the thing worth catching before payment, not after.

Approval

Where you require it, bills above a threshold go through PO Approvals and a bill approval step before they can be paid. Configure the threshold under Settings → General → Accounts Payable.

Paying

Record payments in full or in part; the balance and aging update as you go. The AP aging report shows what is due and when, which is what you need before deciding a payment run.

Recurring and statement bills

Bills that arrive on a cycle — rent, utilities, subscriptions — can recur automatically. Suppliers who bill by statement rather than per invoice are handled as a statement bill: the current period's charges post, while the brought-forward balance is kept for reconciliation only, so nothing is counted twice.

Foreign currency

Bills in another currency store the rate that applied on the day and convert to your base currency for reporting and the ledger, so an exchange-rate move later does not rewrite history.

Where it lands

Bills, payments and credits post to the general ledger automatically, so accounts payable ties out to the balance sheet without a manual journal.

Note: your business can rename menu items (Settings → POS Configuration → Menu Labels), so the names in your menu may differ from those shown here.