Supplier Invoices

A supplier invoice — an Accounts Payable (AP) bill — records the invoice your supplier sends asking to be paid for goods they delivered against a purchase order. It is the money leg of the order: the goods leg is the goods receipt, and the bill closes the loop by capturing what the supplier actually charges, verifying it against what you ordered and what arrived, and tracking what you still owe until Treasury pays it.

Each bill carries two numbers: the internal Bill # your organization assigns (SIN series, e.g., SIN-2026-000001) and the Supplier Reference — the number printed on the supplier’s own document. Keep both so either side’s paperwork can be traced.

Key Concepts

• Supplier Invoice (AP bill) — The payable your organization owes a supplier, always tied to one purchase order and denominated in that order’s currency.
• Three-way match — The verification step before a bill can be approved: what the supplier billed is compared, line by line, against what you ordered (the purchase order) and what you actually received (completed goods receipts), and the billed price against the order’s agreed price.
• Tolerance — The allowed deviation, in percent, applied to every match check. You choose it each time you run the match; 0 demands an exact match.
• Amount Due — What is still owed: Total − Amount Paid. It is rolled down automatically as Treasury payments settle the bill — never edited by hand.

Creating a Bill from a Purchase Order

The easiest way is from the order itself:

1. Open a confirmed purchase order and click Create Bill in its header. The action appears once the order is Confirmed (or Partial / Completed / Closed) — before that there is nothing to bill against.
2. Confirm or override the suggested bill number — leave it empty to auto-number from the SIN series.
3. A draft bill is created with one line per order line, pre-filled with each line’s received but not-yet-billed quantity at the order’s agreed price. The due date defaults to 30 days after the invoice date. You land on the bill, ready to adjust it to the supplier’s document.

The order must carry a currency — the bill’s balance is tracked in it. If the order has none, set one on the order first (the Create Bill action tells you so).

You can also start from scratch: navigate to Procurement > Supplier Invoices and click New. Pick the purchase order — the supplier and currency fill in automatically from it — then enter the dates, amounts, and the supplier’s reference, and save. The bill is stored in Draft, and its lines sit beside its details on the page you land on.

Editing Lines

While the bill is in Draft, the lines beside its details are where you record what the supplier is charging — there is no separate tab to open:

• PO Line — Which purchase-order line the charge settles. The picker’s label shows the billing headroom, e.g. “Cement 42,5 — billed 0 of 100 ordered (80 received)”: earlier bills already claimed 0, 100 were ordered, 80 actually arrived. Picking it fills in the description, unit, and agreed unit price.
• Quantity — How much the supplier billed on this line. Must be greater than zero.
• Unit Price — The price per unit the supplier charged. Pre-filled with the order’s agreed price.
• Total — Quantity × unit price, computed automatically when the row is saved.

A bill created from the purchase order arrives with header totals that agree with its lines. If you change lines by hand, adjust the header’s Financial section to match before running the match.

Lines are locked once the match passes — corrections go through Dispute → Reopen, which returns the bill to Draft.

Running the Three-Way Match

Click Run Match on a draft bill. A small dialog asks for the tolerance — the allowed deviation in percent — then the match checks every line:

• Billed vs ordered — the bill may not charge for more than the order line’s quantity.
• Billed vs received — the bill may not charge for more than what completed goods receipts actually delivered (minus anything sent back on a supplier return). You never pay for goods that didn’t arrive.
• Cumulative billing — this bill plus every earlier matched bill on the same line may not exceed the ordered quantity, so a supplier can’t over-bill an order across several invoices.
• Price — each line’s billed price may not deviate from the order’s agreed price by more than the tolerance.

All checks pass → the bill becomes Matched, and the billed quantities are recorded on the purchase order’s lines (the Invoiced counter you can see on the order’s own lines).

Any check fails → nothing is recorded and a match results table lists every problem: the line, the three quantities compared (billed / ordered / received), what earlier bills already claimed, the billed price against the agreed price, and the reason. Correct the bill (or take it up with the supplier), then run the match again.

Using the tolerance

At 0% the match must be exact. A supplier bills 10.40 DA per unit where the order agreed 10.00 DA — that is a 4% price deviation, so the match fails at 0% but passes at 5%. Use a small tolerance for legitimate rounding or minor adjustments; leave it at 0 when you want every centime verified.

The road a bill travels

Along the bottom of the bill’s page runs its road: Draft → Matched → Approved → Paid. The step it is on is filled in and the steps behind it are ticked; hovering one says when it was reached and by whom.

None of those steps is ever a button, because none of them is yours to take directly: Matched is what Run Match writes, Approved what the approval writes, and Partially paid and Paid what Treasury writes as the money settles. What you ask for, you ask for in the header’s overflow menu — Run Match, Approve, Send for approval — or on the map, which opens when you click the step the bill is on. The map draws every status with an arrow for each move, marks the ones Beelocity sets for you Automatic, and is where Contest, Cancel and the reopen back to Draft are picked. Pending approval hangs off Matched rather than standing on the road, because a bill with no workflow routing it goes around that step altogether.

Approval

A Matched bill must be approved before it can be paid:

• No approval workflow routes supplier invoices in your organization → click Approve and the bill goes straight to Approved.
• A workflow routes supplier invoices → direct approval is refused with a clear message. Use Submit for approval instead: the bill goes to Pending approval, its financial fields are locked, and the decision is made in the approvals inbox. Approved → payable; rejected → back to Matched.

Paying the Bill — in Treasury

The bill page never records money. An approved bill is settled in Treasury:

1. Record an outbound payment to the supplier.
2. Allocate it against the approved bill (or let auto-allocate walk the supplier’s open bills, oldest due date first).
3. When the payment is confirmed, the bill’s Amount Paid rises and Amount Due falls automatically — the bill rolls to Partially paid, and to Paid when the balance reaches zero.

Example (DZD). Bill SIN-2026-000012 totals 100,000.00 DA. A confirmed payment of 60,000.00 DA rolls it to Partially Paid (due: 40,000.00 DA); a second payment of 40,000.00 DA closes it to Paid. Allocating more than the outstanding balance is refused, and a Paid bill can no longer receive allocations.

Approved and partially paid bills also feed the Treasury cash-flow forecast as expected outflows on their due dates.

Payments aren’t the only thing that reduces a bill: an issued supplier debit note — raised after a return you shipped back, or a billing error — nets the bill’s amount due the same way, capped at its outstanding balance. The notes applied to a bill are listed on its Debit Notes tab.

Disputes and Corrections

All three are picked on the map, and each asks you to confirm what it is about to do.

• Contest — A Matched or Approved bill you disagree with can be moved to Disputed (as long as nothing has been paid against it). A disputed bill can’t be paid.
• Reopen as Draft — A disputed bill can be sent back to Draft for correction. The billed quantities its match recorded on the purchase order are taken back, so editing and re-matching never double-counts.
• Cancel Bill — A Draft, Matched, or Disputed bill can be Cancelled while nothing has been paid and no payment allocation targets it. Cancelling a matched bill also reverses its recorded billed quantities.

Finding a Bill

The Supplier Invoices list searches by number or the supplier’s reference, and its filter button narrows it by Status, Supplier, Purchase Order, an Invoice Date or Due Date range, a Total or Due band, or — off the grid — Active. What you still owe past its due date is a status, a Due Date to and a Due min (see Working with lists).

Statuses