Supplier Invoices

A supplier invoice records the bill that a supplier sends you for the goods on a purchase order. Beelocity also calls it a bill. The goods receipt records the goods that arrived, and the bill records the money that the supplier asks for. You check the bill against what you ordered and what arrived. Then you approve it, and Treasury pays it.

The Procurement clerk can record a bill and write its lines. Only the Procurement manager and the owner of your organization can run the match, approve the bill, contest it, cancel it or delete it. After the approval, the Treasurer pays the bill in Treasury.

Each bill carries two numbers. The Bill number is yours, from the SIN series, such as SIN-2026-000001. The Supplier reference is the number printed on the supplier’s own bill. Keep both, so that each side can find its paper.

Key Concepts

• Supplier invoice is what your business owes a supplier for one purchase order. It is in the order’s currency, or in your own currency if the order names none.
• Three-way match is the check that comes before the approval. For each line, Beelocity compares the quantity billed with what you ordered and with what arrived on Completed goods receipts. It also compares each line’s price with the order’s price. The match does not read the bill’s Subtotal, Tax amount or Discount.
• Tolerance is the difference that the match allows, as a percentage. You choose it each time you run the match, and 0 asks for an exact agreement.
• Amount due is what you still owe: the Grand total less the Amount paid. The amount paid counts the payments from Treasury and the issued debit notes. Beelocity keeps both figures, and you never type them.

Creating a Bill from a Purchase Order

The quickest way starts from the order:

1. Open a purchase order that is Confirmed, Partial, Completed or Closed.
2. Press Create Bill, under More actions at the top of the order’s page.
3. The dialog offers the next bill number. Keep it or type your own, and press Create.
4. Beelocity writes a draft bill and opens it.
   • Each line bills what arrived and is not billed yet, less what went back to the supplier. It takes the order line’s price and its TVA rate. TVA is the value-added tax.
   • The Subtotal and the Tax amount are those lines added up. So the total is what the order said you would pay for what arrived.
   • The Invoice date is today. The Due date follows the payment terms: the order’s, or else the supplier’s, or else 30 days after the invoice date.
5. Correct the bill from the supplier’s paper. Type their number in Supplier reference, and set Invoice date to the date on their bill. Then check the Due date, because it does not follow the invoice date.

Create Bill refuses an order that names no currency. You cannot change an order after it leaves Draft, so press New on the bills list instead, as the next paragraph says. The bill then takes your own currency.

You can also start from nothing. Go to Procurement > Supplier Invoices and press New. The bill’s lines sit beside its details from the start, still empty. Pick the purchase order first. The list offers only orders that are Confirmed, Partial, Completed or Closed. The supplier and the currency come from the order, and you cannot change them. Then type the dates and the supplier’s reference. Type the Subtotal, the Tax amount and any Discount in Money, as the supplier’s bill prints them. Beelocity works out the Grand total from those three.

The Due date opens on the payment terms: the order’s, or else the supplier’s, or else 30 days after the invoice date. On a new bill, it moves with the invoice date until you type a date of your own. Then press Add above the lines. Beelocity saves the bill as a Draft, gives it its number, and a message names the number. Its first line opens, so that you can pick the order line that it bills. To save the bill now and add its lines later, press Save instead (see Adding lines before you save).

Editing Lines

While the bill is a Draft, you write what the supplier charges in the lines beside its details. There is no tab to open. Each line has these columns:

• Purchase order line is the order line that this line bills. The picker shows how much of it is billed, ordered and arrived, such as Cement 42,5 — 0 of 100 billed (80 arrived). So earlier bills charged for none of it, the order asked for 100, and 80 arrived. The line’s Quantity opens on the 80 that arrived and are not billed yet. When you pick it, Beelocity fills in the description, the unit and the order’s unit price. The line keeps the order line’s unit.
• Quantity is how much the supplier charges for on this line. It has to be more than zero.
• Unit price is the price of one unit on the supplier’s bill. It opens on the order’s price.
• Total is the quantity times the unit price. A line that Create Bill wrote also carries its TVA. Beelocity works the total out when you save the line.

While a bill is a draft, its Subtotal and Tax amount follow its lines. That holds for a bill from Create Bill and for one you start with New. Each line takes its Tax % from its order line. If you type the two figures from the supplier’s paper, they stay as you typed them. The bill then shows Lines add up to, with what its lines say, wherever the two differ. The match reads the lines only, so check the Subtotal, the Tax amount and the Grand total against the supplier’s paper yourself. The Amount due that Treasury pays comes from the Grand total, and not from the lines.

If you change the bill’s Purchase order on a draft, its lines keep the lines of the old order. So pick each line’s Purchase order line again from the new order, or the match cannot run.

After the match passes, you cannot change the lines. To correct a bill that nobody has paid, contest it, and then reopen it as a draft, as Disputes and Corrections below says. If the bill is Pending approval, wait for its approvers to decide first.

Running the Three-Way Match

Only the Procurement manager and the owner of your organization can run the match. Open a draft bill, and press Run Match under More actions. A dialog asks for the Tolerance (%), which opens on 0. Press Run Match in it, and Beelocity checks each line:

• Billed against ordered. The bill cannot charge for more than the order line asked for.
• Billed against received. The bill cannot charge for more than arrived on Completed goods receipts, less what went back on a supplier return. So you never pay for goods that did not arrive.
• Billed in all. This bill and the earlier matched bills on the same order line cannot charge together for more than arrived. So the same goods are never billed twice, even across several bills. If you draw two bills from the order before either is matched, the second one fails its match. Cancel or delete that one.
• Price. Each line’s price cannot differ from the order’s price by more than the tolerance.

The match reads only the lines. It does not compare the bill’s Subtotal, Tax amount or Discount with anything.

If every line passes, the bill becomes Matched, and the order counts the bill’s quantities as billed. The next bill on that order shows them in its Purchase order line picker.

If a line fails, Beelocity changes nothing on the bill or on the order. A table lists each problem. It shows the line, the quantity billed, ordered and received, and what earlier bills already billed. It also shows the line’s price against the order’s, and the reason. The table’s only button is Close, and the bill stays a Draft. Your colleagues who can manage purchase orders get a notification that the bill is on hold.

Correct the lines, and press Run Match again. If the supplier’s own bill is wrong, ask them for a corrected one first. If you accept the difference, run the match again with a higher tolerance. If the match cannot run at all, a message says so, and the bill stays where it was. That happens, for example, when the bill has no lines, or when a line names a line of another order.

Using the tolerance

At 0% the match must be exact. Say that a supplier bills 10.40 DA a unit, and the order agreed 10.00 DA. That is 4% above the order’s price, so the match fails at 0% and passes at 5%.

The same tolerance applies to the quantities. At 5%, a line can bill 105 units when 100 arrived.

Use a small tolerance for rounding or for a small change that you agreed. Leave it at 0 when you want every centime checked.

The road a bill travels

The bill’s road runs along the top of its page: Draft, Matched, Approved and Paid. The steps behind the bill are ticked, and the step that it is on is in bold. Rest on a step, and it says when the bill reached it and who moved it there.

Beelocity sets each step of the road. Run Match sets Matched, and the approval sets Approved. Payments in Treasury and issued debit notes set Partially paid and Paid as they settle the bill. You ask for the next step under More actions: Run Match on a draft bill, and Approve or Submit for approval on a matched one. The road offers the same next step: click Matched to run the match, or Approved to approve the bill.

Click the step that the bill is on to open the list of moves. It lists each status that the bill can move to from there, and leaves out the statuses that Beelocity sets. This is where you take the moves that leave the road. Pick Disputed, Draft or Cancelled, and a dialog asks you to confirm. Pending approval hangs off Matched and is not on the road, because a bill that no approval workflow applies to never passes through it.

The Procurement clerk cannot take any of these moves. Only the Procurement manager and the owner of your organization can move a bill.

Approval

A Matched bill must be approved before Treasury can pay it. Only the Procurement manager and the owner of your organization can approve it, and both ways start under More actions:

• If no approval workflow applies to the bill, press Approve, and then Clear it in the dialog. The bill goes straight to Approved.
• If an approval workflow applies, Beelocity refuses Approve and says why. Press Submit for approval, and then Submit. The bill goes to Pending approval, and its amounts cannot change. Its approvers decide in their Inbox, and the bill’s Approvals tab shows where it stands. If they approve it, the bill becomes Approved. If they reject it, the bill goes back to Matched. If the workflow has no steps, the bill goes straight to Approved, or Beelocity refuses it. The workflow’s Auto-approve when no steps box decides which.

Submit for approval shows on every matched bill. If no workflow applies, Beelocity refuses it and gives no reason, so press Approve instead.

Beelocity also refuses Approve unless the supplier is active and its Supplier status is Active.

Paying the Bill — in Treasury

The bill’s page records no money. After the approval, the Treasurer pays the bill in Treasury, on Receipts & Payments. They record a payment to the supplier and set it against this bill. The Treasury page explains how.

Treasury can pay a bill only while it is Approved or Partially paid, and only while its Active box is ticked. After the Treasurer confirms a payment, Beelocity raises the bill’s Amount paid and lowers its Amount due. The bill moves to Partially paid, and then to Paid when nothing is left to pay.

Example (DZD). Bill SIN-2026-000012 comes to 100,000.00 DA. A payment of 60,000.00 DA moves it to Partially paid, with 40,000.00 DA still due. A second payment of 40,000.00 DA moves it to Paid. Treasury refuses to set more than the amount due against a bill, so it cannot pay a Paid bill.

Approved and partially paid bills also appear in Treasury’s cash forecast, as money that goes out on their due dates. An inactive bill does not appear there.

A payment is not the only thing that lowers a bill. An issued supplier debit note takes its amount off the bill that it names, up to what the bill still owes. It does so only if the bill is Approved or Partially paid, and active. The bill’s Debit notes tab lists every note that names it.

Disputes and Corrections

You take each of these moves in the list of moves, and each one asks you to confirm what it does.

• Contest sets aside a Matched or Approved bill that you disagree with, if nothing has been paid on it. The bill becomes Disputed, and nobody can pay it. Your colleagues who can manage purchase orders get a notification. Pick Disputed, and press Contest.
• Reopen as Draft sends a Disputed bill back to Draft, so that you can correct it. The order stops counting the bill’s quantities as billed, so the next match does not count the same goods twice. Pick Draft, and press Reopen as Draft.
• Cancel Bill ends a Draft, Matched or Disputed bill. If the bill was matched, the order stops counting its quantities as billed. Pick Cancelled, and press Cancel Bill.

You cannot contest or cancel a bill that is Pending approval, Partially paid or Paid. You cannot cancel an Approved bill either. If nobody has paid it, contest it first, and then cancel it.

Beelocity refuses to cancel a bill while a payment in Treasury is set against it, even a payment that is not confirmed yet. The Treasurer can take the bill off a payment only while that payment is a draft.

While a debit note raised from a return is not cancelled, you cannot reopen or cancel the bill that it was built from. The message names the note, so cancel the note first. If its return is Closed, you cannot raise that note again after you cancel it.

Finding a Bill

The Supplier Invoices list finds a bill by its bill number, its supplier reference or its notes. Its filter button narrows the list by Status, Supplier and Purchase order. It also takes a range of Invoice date or Due date, and a band of Total or Amount due. Active is a filter too, although the list has no column for it. An inactive bill stays in the list, but Treasury cannot pay it. To find what you still owe past its due date, pick the statuses, a last day for Due date and a Min for Amount due. See Working with lists.

Statuses