How to record bill for PO

Vendor Records: Vendors must be registered in the system. Study How to Create a Vendor for details.

Watch Video Tutorial: How to Create a Vendor

Purchase Orders: Purchase orders must be created and approved. Study How to Create a Purchase Order for details.

Watch Video Tutorial: How to Create a Purchase Order

Vendor Invoice: You must have the physical or electronic invoice from the vendor with the bill number and amount.

User Permissions: The user performing the transaction must have permission to create bills. Configure via System Administrator.

Open the Main Menu from the sidebar.

Scroll down to Purchase, then select Purchase Order to open the Purchase Orders page.

Alternatively, click the Search icon in the top-left corner, type Purchase Order into the search box, and select Purchase Order from the results.

In the Purchase Orders list, examine the STATUS and Payment Status columns:

Understanding these statuses is critical:

Search for the PO: Use the search bar to find the PO by:

• Vendor Name: Type the vendor name (e.g., "KAIRUKI")

• PO Number: Type the PO number (e.g., "AA-AA-02-12")

Look for the PO with Payment Status = "Not Billed". This means no bill has been created yet for this PO.

Click on the Purchase Order number (e.g., AA-AA-02-12) to open its details.

The PO details page displays:

• Vendor Name: KAIRUKI PHARMACEUTICALS INDUSTRY LIMITED

• PO Number: AA-AA-02-12

• PO Amount: 440,392.00 TZS

• Bill Amount: 0.00 TZS (no bill created yet)

• Paid Amount: 0.00 TZS

• Due Amount: 0.00 TZS

• Status: Waiting Delivery

Click the Bill button to start recording the bill.

After clicking the Bill button, the bill creation screen will appear.

The bill creation screen displays:

• PO Amount: 440,392.00 TZS (total value of the PO)

• Bill Amount: 0.00 TZS (amount to be recorded)

• Paid Amount: 0.00 TZS

• Due Amount: 0.00 TZS

Enter the following information:

• Bill Date: The date the vendor issued the invoice (e.g., 24/08/2026)

• Bill Number: The vendor's invoice number (e.g., V1234)

In the Installments section, you can set up how the bill will be paid.

Option A — Single Installment (Full Payment):

• Set Due Date: The date the full payment is due

• Set Amount: The full PO amount (440,392.00 TZS)

• Set Remind Me Before: Number of days before due date to receive notification (e.g., 0 days for immediate due date)

Option B — Multiple Installments:

• Click on the + or Add button to add more installments

• Enter each installment with its own Due Date, Amount, and Remind Before days

• Important: The sum of all installment amounts must equal the total PO amount

To add more installments, click the Add or + button in the Installments section.

For each new installment, enter:

• Due Date: When the payment is due (e.g., 24/09/2026)

• Amount: The amount to be paid in this installment (e.g., 200,000.00 TZS)

• Remind Me Before: Days before due date to send notification (e.g., 3 days)

Example with 2 installments:

• Installment 1: Due 24/08/2026, Amount 240,392.00 TZS, Remind 0 days

• Installment 2: Due 24/09/2026, Amount 200,000.00 TZS, Remind 3 days

After entering all installment details and ensuring the total matches the PO amount, click the Save Bill button.

The system saves the bill and updates the PO details:

• PO Amount: 440,392.00 TZS (unchanged)

• Bill Amount: 440,392.00 TZS (now shows the bill amount)

• Paid Amount: 0.00 TZS (no payment made yet)

• Due Amount: 440,392.00 TZS (total amount due)

The Payment Status in the Purchase Orders list will change from "Not Billed" to "Pending Approval".

After saving the bill, click the Submit for Approval button.

The bill will be sent to the approver for review and authorization.

Study How to Approve PO for details.

Once approved, the bill status will be updated, and the amount will appear in the Payable Aging Report.

After approval, you can:

• Wait for the goods to be received (if not yet delivered)

• Process payment through the Payable Aging Report

The Payment Status in the Purchase Orders list will change from "Not Billed" to "Not Paid".

Open Purchase → Purchase Order from the Main Menu.

Search for the PO by vendor name or PO number.

Click on the PO to open details and view the bill information.

Check the Payment Status column:

• Not Billed: No bill created yet

• Not Paid: Bill created, not yet paid

• Full Paid: Bill created and paid in full

• Partial Paid: Bill created and partially paid

Open Reports → Aging Reports → Payable Aging Report.

Set the "As Of" date to the end of the month when the bill was created.

The bill will appear in the appropriate aging category based on the due date.

Cannot find PO — Error: PO not showing in list. Cause: PO not created or user lacks permission. Solution: Check if PO exists in Purchase Orders list. Contact system administrator for permissions.

Cannot create bill — Error: "The details entered are invalid." Cause: The bill number must be filled in.

Save Bill button not appearing — Button missing from screen. Cause: Total installment amount does not match PO amount. Solution: Verify that the sum of all installments equals the total PO amount.