Supplier Bills

This module lets you record supplier invoices (from Purchase Orders or manual entry), track what you still owe, and monitor due/overdue bills using aging statuses (30/60/90 days).

1) Supplier Bills — List View

A) Search & Filters (Header Area)

Use these to quickly locate bills:

• Date Range Filters bills by date coverage (commonly bill date or posting date depending on setup). Example: Select 2025/11/08 – 2026/02/06 to show bills within that period.

• AP No. (Accounts Payable Ref #) Search a specific bill using the AP reference number. Example: Search CLI-AP-000000000014 to open that exact bill.

• Product Filters bills that contain a specific product/item. Example: Search Cashdrawer to show bills where “Automatic Cashdrawer” was billed.

• Search button Runs the filter and refreshes the results.

B) Summary Boxes (Top Cards)

These boxes give a quick “health check” of your payables:

• Outstanding Balance Total unpaid amount from all bills included in the current filters (including partially paid bills). Example: ₱185,000 means you still owe ₱185,000 overall.

• Due Today Total amount of bills with Due Date = today (based on system date). Example: ₱0.00 means no bills are due today.

• Due Next 7 Days Total amount of bills that will be due within the next 7 days (today + 7 days). Example: ₱12,500 means prepare that amount within a week.

• Overdue Balance Total amount of bills where Due Date is already past, and there is still an unpaid balance. Example: ₱185,000 overdue means all outstanding bills are already late.

C) Status Tabs (Bill Lifecycle + Aging)

These tabs segment bills by status and due aging. (Counts may appear like POSTED (1).)

• Draft Bill is created but not yet finalized/confirmed. Usually editable and not yet treated as an official payable.

• Approved Bill has been reviewed/authorized internally and is ready for posting (depending on workflow).

• Posted Bill is finalized and considered an official payable. This is typically what drives balances and aging.

• 30 Days / 60 Days / 90 Days (Aging) Bills grouped by aging bucket based on your system’s aging rule (commonly days past due or days from due date—your UI indicates these are aging tabs). Simple interpretation for users:

  • 30 Days: bills within the 30-day aging bucket

  • 60 Days: bills within the 60-day aging bucket

  • 90 Days: bills within the 90-day aging bucket

• Overdue Bills that are already past their due date and still have remaining balance.

• Paid Bills fully settled (balance = ₱0).

• Voided Bills canceled/invalidated. Should no longer affect payable balances.

Supplier Bills Table (Image Above)

Each row represents one supplier bill/AP record. Common details shown (based on the screenshot layout):

• AP Details: AP No., Source (e.g., Purchase Order), Tax Code, PO reference, last update info

• Tagged Products: quick view of key items included in the bill

• Supplier Details: vendor name, invoice number, invoice date, terms, due date

• Qty & Cost Summary: qty received, subtotal, discount, other charges, total due, paid amount, remaining balance

• Action: typically includes links like GENERAL (open/view bill) and VIEW LOGS (audit trail). Please see image below:

Example from the list: A bill shows Total Due = ₱185,000, Paid = ₱0, Balance = ₱185,000 → this will appear in Outstanding and likely Overdue if due date has passed.

2) Add New Supplier Bill (Images 2 & 3)

A) Start a New Bill

Click Add Supplier Bill from the list page.

B) Fill Out the Header Form

1. AP No. (Click to Auto-Generate)

• Click to generate the unique AP reference number. ✅ Best practice: always auto-generate to avoid duplicates.

1. Source Type

• MANUAL = you encode the bill details manually.

• If using PO-based workflow, select the appropriate source/PO option if available.

1. Purchase Order (6 Months Only) (if applicable)

• Select a PO to automatically base the bill on the PO data (within last 6 months). Example: Choose PO CLIMAIN... to pull items received and costs.

1. Tax Type

• Select the correct tax type (VAT / NON-VAT / etc. depending on setup).

1. Supplier Selection

• External Supplier/Vendor: use for outside vendors (e.g., third-party suppliers).

• HQ/Commissary Supplier: use for internal HQ-to-branch or commissary supply flows (if applicable).

C) Supplier Invoice Details (Middle Form)

1. Supplier Invoice No

• Enter the invoice number from the vendor. Example: 0675

1. Invoice Date

• Date on supplier invoice. Example: 2026-02-06

1. Terms (Days)

• Number of days before due. Example: 30 means due 30 days after invoice date (depending on system rule).

1. Due Date

• Confirm the due date. ✅ Recommended: ensure due date matches the supplier agreement.

D) On-Top Related Costs

Use these for extra charges that affect total payable:

• Shipping Amount: freight/delivery cost related to the bill

• Other Charges Amount: misc charges (handling, packaging, etc.)

• Withholding Tax Amount: if withholding applies, encode it here

Example: Subtotal ₱100,000 + Shipping ₱2,000 + Other Charges ₱500 + Withholding ₱0 → total payable becomes ₱102,500.

E) Item Details

This section defines what you are being billed for.

Per line item, fill out:

• Item (select product)

• Qty Received

• Unit Cost

• Unit Discount

• Unit VAT

• Line Total (auto-computed)

Buttons:

• ( + ) Add row to add a new item line

• Trash icon to remove a line

Example (from screenshot-style):

1. Automatic Cashdrawer: Qty 12 × 1,400 = 16,800

2. Money Detector: Qty 15 × 250 = 3,750 Total lines = 20,550 (before on-top charges, depending on tax computation)

F) Final Fields & Save (Bottom)

• Remarks: optional notes (delivery notes, invoice clarifications, approvals)

• Is Active (Yes/No): set Yes for valid bills

• Click SAVE to finalize the bill (status outcome depends on workflow—Draft/Approved/Posted)

FAQs (CSR/User Focus)

1. Why is my bill not showing in Posted? It may still be in Draft or Approved depending on your workflow. Check tabs.

2. Why is Outstanding Balance not updating? Confirm the bill is Posted (or active status required by your setup). Also verify filters (date range/product).

3. What’s the difference between Overdue vs 30/60/90 Days? Overdue means the due date already passed. 30/60/90 are aging buckets used to group bills by age.

4. Can I edit a bill after saving? Draft bills are usually editable. Posted/Approved may have restrictions depending on permissions and audit rules.

5. My invoice number is duplicated—what should we do? Use a consistent format (e.g., INV-10021-ABC or include supplier code). This prevents confusion in reporting and searching.