Purchases, supplier bills and recurring costs

Record what the organization bought, who paid and whether the cost should be billed to a customer.

Needs: Pro · Accounting

Purchases stores itemized costs with the vendor, receipt, account, quantities, tax and currency. A bill records what is owed; its payment records when the money was paid. Keep both stages accurate so balances and reports can be explained.

Enter a purchase or bill

1. Choose the vendor and enter the date and reference.
2. Add each expense or product line with its account, quantity, cost and tax treatment.
3. Attach the receipt and review the currency and total.
4. Specify whether the company paid directly or an employee used personal funds.
5. Save as a draft or approve it through the available process. Record the payment when it occurs.

Bills can be draft, approved, partially paid or fully paid. A paid bill cannot simply be voided, and editing cannot reduce its total below the amount already paid. Use the appropriate correction process for those cases.

Check stock and customer charges

Purchasing supported non-serialized products can increase their stock quantities. Serialized lines are skipped by that automatic update; enter and check the individual units through inventory.

A billable expense can create a draft CRM invoice at cost plus the configured markup. Check the customer, description, tax and amount before issuing it. Marking the expense billable alone does not charge the customer.

Set up a recurring bill

Recurrence supports weekly, monthly, quarterly and yearly intervals, with draft or automatic approval, an end date and Create now. Check the next date and approval choice before enabling the schedule.

Generation depends on cron. The reviewed catch-up limit is 12 occurrences per run. If scheduled jobs were stopped, inspect the bills already generated before manually recreating missed ones.