Bill and Payments
Once a purchase order has been placed and its items are on their way, the next step is settling the financial side of the transaction. In Inaya, this happens in two stages: creating a bill against the purchase order, and then processing payment for that bill.
A bill is the formal record of what you owe a vendor for a specific purchase order.
A payment is the actual settlement of that bill, in part or in full.
This guide walks you through when and how to create a bill, how to update or delete one, how to process a payment, and how to cancel a payment if needed.
When to create a bill
Bills are always created from an existing purchase order you don't create a bill on its own. Once a purchase order exists, you can create its corresponding bill to formally record the amount owed to the vendor.
1. Create a bill
Create a bill
Open the Purchase Order panel.
Select the specific purchase order you want to create a bill for.
Click the dollar sign ($) icon in the upper-left corner.
Fill in the bill number, date, and amount.
If you won't be paying the full amount right away, set a reminder.
Click Save, then submit the bill for approval.
2. Update or delete a bill
A bill can only be updated or deleted before it has been submitted for approval. Once a bill is submitted, it becomes locked to protect the accuracy of the approval process.
Process a payment
Once a bill has been successfully created, its purchase order becomes eligible for payment. Until a payment is made, the purchase order's status shows as Not Paid.
Process a payment
Select the specific purchase order you want to pay for.
Review the PO amount, bill amount, paid amount, and due amount shown on the purchase order.
Click the basket icon (Process Payments) in the upper-right corner.
Click the plus (+) icon below to open the payment panel.
Enter the amount you are paying, then click Save.
Select a payment method when prompted.
Confirm the payment.
3. Cancel a payment
If a payment was made in error, or needs to be reversed, you can void it from the payment voucher rather than the purchase order itself.
Cancel (void) a payment
Search for Payment Vouchers.
Filter the list by the date the payment was made.
Select the specific payment voucher.
Once it opens, select Void Payment.
Payment Status
Payment status is tracked separately from delivery status.
Status | Meaning |
|---|---|
Not Billed | A supplier bill has not yet been recorded. |
Billed | The supplier bill has been recorded. |
Partially Paid | Part of the outstanding amount has been paid. |
Paid | The outstanding amount has been fully settled. |