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Supplier Bills

Open in Nocthink

Module: Finance · URL: /procurements/invoices · Responsible role: Finance Staff (write) / Finance Manager (full) · Also used by: F.A.T Manager (full), Owner/Director (full), Procurement Officer (read), Accounting Staff (read)

Supplier Bills — the vendor invoice list (page titled "Invoices") with one paid bill, ACS-INV-2026-0912 from Atlantic Computer Supply against PO-2026-001, due Nov 14, 2026, $2,900.00

Screenshot: Sarah Hall (Finance Manager), Nocthink Demo Institute demo data. The menu opens the Procurements › Invoices page, which is why the sidebar shows Procurements expanded.

Why I use this page

Supplier Bills is my accounts-payable list: every bill a vendor has sent us, whether it is still open, and whether it is safe to pay. I open it from the Finance sidebar at the start of each payment run and at month-end. I check three things there: what is Overdue, what is matched, and what is still waiting on Procurement. Finance Staff enter and check the bills; as Finance Manager I make sure nothing is paid that hasn't matched its PO and goods receipt. It is the same page as Procurements › Invoices, which documents the procurement-side detail.

What's on the screen

  • Header: Invoices (the page title is not "Supplier Bills"), a description, and the orange + button (aria label "New invoice").
  • Toolbar: the Status filter (Pending, Approved, Paid, Overdue, Cancelled), a column/sort control, and Search invoices... (invoice number only).
  • Table:
    • Invoice: links to the detail page.
    • Vendor: the column is wide enough for most vendor names; very long ones are cut short with "…".
    • Purchase order.
    • Status: Overdue is shown in red.
    • Due date: sortable; red when overdue. Shown as "Nov 14, 2026", like other dates in the app.
    • Amount: the total, in the bill's (purchase order's) currency.
    • ⋯: Approve, Edit and Delete while the bill is Pending; on any other status it only offers Open invoice.
  • Footer: row-selection count and paging.

The demo shows one bill: ACS-INV-2026-0912, Atlantic Computer Supply, PO-2026-001, Paid, due Nov 14, 2026, $2,900.00 (the amount is in the purchase order's currency, USD here).

Opening a bill shows:

  • The Approve button (Pending bills) and the Record payment button (Approved, matched bills).
  • The Invoice details rail: Invoice #, Vendor, Purchase order, Goods receipt, Due, Paid, Status, Match, Created, and Amounts.
  • The 3-way match tab, with the Purchase order / Goods receipt (received value) / Invoice totals, the PO = Invoice, GRN = Invoice and PO = GRN pills, and Re-check.
  • The Notes and Summary tabs.

How I …

How I review the open bills before a payment run

  1. Click Finance › Supplier Bills.
  2. Click Status, tick Pending and Overdue.
  3. Sort Due date ascending.
  4. Open each bill (see Detail page, forms & dialogs below) and read Match in the left rail:
    • 3-way matched: ready to pay.
    • Match failed: the totals differ. Send it back to Procurement, giving the totals shown in the match table.
    • Not matched: the PO or goods receipt is not linked yet; ⋯ › Edit and pick them.
  5. After Procurement corrects the PO or receipt, click Re-check on the 3-way match tab.
  6. For a matched Pending bill, click Approve and confirm. It becomes Approved, and the accrual is posted for accounting.

How I enter a vendor bill (Finance Staff)

  1. Click +.
  2. Fill in:
    • Invoice number: required, unique, at most 50 characters.
    • Vendor: required.
    • Due date: required.
    • Purchase order: needed for any match; it sets the vendor.
    • Goods receipt: an accepted receipt of that PO. Its lines become the bill's lines, and Amount and Total are filled in from them.
    • Tax and Total: check them against the paper bill (Total = Amount + Tax).
    • Notes: optional.
  3. Click Create. The bill is stored as Pending and matched straight away.

How I check overdue exposure at month-end

  1. Filter Status to Overdue.
  2. Sort by Amount to see the largest first.
  3. For the full unpaid count and amount, use Procurement Reports or the Finance Dashboard.

How I hand a matched bill to payment

  1. Open the bill. Record payment is enabled only when the bill is Approved and 3-way matched.
  2. Click it and continue on Payment Release. The bill is already selected on the new-payment form.

Detail page, forms & dialogs

Supplier Bills opens the same page as Procurements › Invoices, so its screens are documented once, there:

The demo data has one bill, already Paid, so the Approve button and the row menu's Edit are not shown in those screenshots; both appear on any Pending bill.

Access & permissions

  • Menu and route: the Finance menu appears with finance.view (now including Accounting Staff). The route itself accepts finance.view, accounting.view or procurements.approve.
  • What I see: with finance authority (Finance department membership, finance.approve, or the finance-staff, finance-manager or fat-manager role) or accounting authority (accounting.approve, or the accounting-staff or fat-manager role) I see every bill in the organization. Without it, only bills on requisitions I can see.
  • Writing:
    • Entering, editing and deleting a Pending bill need procurements.create / update / delete, or finance authority, so Finance Staff enter bills without the Procurement role. Accounting authority is read-only.
    • Approving a bill needs procurements.approve (held by the seeded finance roles), and the person who received the goods can't approve the related bill.
  • Matrix: docs/role.md gives Finance Staff W, the Finance Manager and F.A.T Manager F, Procurement and Accounting R.

Caveats

  • Only Pending bills can be edited or deleted. An approved bill is immutable ("Approved invoices are immutable; use a lifecycle action."), and a bill with payments can't be deleted. Errors are shown in an alert.
  • Status moves through actions. New bills start Pending; Approve makes them Approved, and Paid is set only by the payment release that clears the balance.
  • Approval feeds accounting. It posts an accrual (expense, tax, payable) in the PO's currency, which becomes a draft journal for F.A.T.
  • Amounts are in the bill's currency (its purchase order's currency).
  • Matching needs the links. A bill without a purchase order and an accepted goods receipt shows Not matched and can't be approved.

Limitations

  • No ageing buckets, vendor statement, or export on this page.
  • Search covers the invoice number only.
  • No Cancel or Reverse action.
  • No dedicated Finance-styled page: the menu reuses the procurement screen and title.