Record a supplier's bill against a purchase order

Enter the supplier's invoice on the purchase order it belongs to, check it against what arrived, post it to your books and record paying it.

In the sidebar, open Sales & Billing, then Purchasing, then Purchase Orders, and open the order from the list. Each order has its own page, at /purchase-orders/ followed by the order's code.

Before you start

• The order has to be Approved, Sent, Partially received or Received. On a cancelled order you can still bill what was received.
• Record what arrived first; see Send a purchase order and receive the items. A bill can only cover quantities that were received and not billed yet.
• Creating, posting, paying and voiding supplier bills are separate permissions, and your role also needs to see costs.

Steps

1. Scroll to Vendor bill matching and press Create vendor bill. On a cancelled order it reads Create bill for received items. The Record supplier bill panel opens.
2. Type the Supplier invoice number from their paperwork, the Supplier invoice date and the Due date. Nova numbers the bill itself under Supplier bill and keeps the supplier's number separate.
3. On each line, enter the Quantity billed, up to what is available to bill, and the Actual unit cost from the supplier's invoice.
4. Fill in Supplier discount, Supplier shipping or freight and Exact supplier tax only when the supplier's figures differ from the order. Leave them blank to use the order's amounts.
5. Add Internal AP notes if they help, and press Save supplier bill draft.
6. When the bill matches the paperwork, press Post to accounts payable. Under Post this bill?, add a Posting note (optional) and press Confirm and post. Posting locks the bill, records what you owe, and checks the billed quantities against what was received.
7. After you pay the supplier through your bank, by cheque or by card, press Record supplier payment. Fill in Amount, Payment date, Method and Bank or cheque reference, and press Record payment.

What you see

• Vendor bill matching compares what was ordered, received and billed, and lists each bill with its status and amount. Press a bill to open it again.
• An open bill shows its status, total, what has been paid and the balance.
• Nova confirms "Supplier bill posted to accounts payable." after posting.

If something looks different

• Create vendor bill is missing: the order is not approved yet, your role cannot create bills or see costs, or your organization's currency is not set.
• The panel says no unbilled quantity is available: everything received has been billed already. Receive the rest of the order first.
• Posting is refused because the bill is for more than was received: record the missing receipt, or, if your role allows it, tick Use an approved receipt-match exception if this bill exceeds recorded receipts and give a reason.
• You saved a draft by mistake: press Discard draft on the bill. It can be restored for 30 days.
• A posted bill is wrong: press Void bill. Reverse any payment recorded on it first.

Open Supplier Purchase Orders