Suppliers and supplier invoices

Suppliers with codes, the supplier page, supplier invoices, supplier returns and purchases from Inventory

The Suppliers group in the sidebar holds Suppliers, Supplier invoices and Supplier returns.

Suppliers

Suppliers lists who you buy from. A supplier's default account, VAT treatment and payment terms pre-fill its supplier invoices, and a categorisation rule can name a supplier so its bank payments settle the open supplier invoice.

A supplier has a Name, a Supplier code (your account code for them, such as ACTRAD), Email, VAT number, Default account, Default VAT and Terms (days). The code shows in the list, on the supplier's page, in pickers as "CODE · Name" and on their supplier invoices.

Search by code, name, email or VAT number. Every word you type has to match, in any order.
Filter by status (Active, Archived) and balance (Owing, Nothing owed).
Choose 25, 50 or 100 a page.

Click a supplier to open their page. Edit, archive and remove are in the row's ⋮ menu.

The supplier page

A supplier's page has three tabs, each with search, filters and paging:

Tab	What it shows
Supplier invoices	Every supplier invoice from them, with its status, due date and total
What you buy	Items on approved supplier invoices from them: quantity, what you spent, the last unit cost and when you last bought it
Purchase orders	Orders to them from Looped Inventory

Supplier invoices

Supplier invoices are what you owe suppliers. Approving one books the expense and VAT input against Creditors control; the payment on the bank statement then clears it instead of being booked as an expense again.

The list follows the financial year picked in the header, with All years for the rest. Search by supplier, number or reference, and filter by status: Drafts, Awaiting payment, Paid and Void. Aged payables shows approved supplier invoices that aren't paid yet, by how overdue they are.

To capture one, click Capture a supplier invoice to type it in, or Draft from document: drop a PDF or image of the invoice and the assistant drafts it for you to check. A supplier debit note is captured as a supplier invoice.

Stock on supplier invoices

If you use Looped Inventory, a supplier invoice line can be an item. Approving it brings the stock in at that cost. Record a purchase in Inventory opens a new supplier invoice for an item.

From a purchase order, Create supplier invoice opens one filled with what has arrived and isn't invoiced yet, at the order price. That stock is already on the shelf from its goods received note, so approving the supplier invoice only settles the price. See Purchase orders.

Supplier returns

Supplier returns are credits from suppliers for returns, discounts or overcharges. Applied to a supplier invoice, a return reduces what you owe on it; on its own it reverses the expense on one account. Stats show the Total returned, what's Still to apply or refund, and who you've Most returned to. Search by supplier or number, filter by status and date, and page through them.