Purchasing: supplier bills, checked by themselves

Type in supplier bills, see them checked against the order and delivery, sort out one that needs a look, and mark it paid.

What's in this video

1. When a supplier's bill arrives, Purchasing checks it against two things: the order, and what was delivered. If all three agree, it's approved for payment by itself. This is the Bills page, as Sunita in our accounts team sees it.
2. Bills come in three ways. Suppliers can send them through their portal, you can upload a PDF or a photo, or you can type one in. Kestrel's bill for the filters came on paper, so click Type a bill in.
3. Choose the supplier, and the order it's for. That link is what lets it be checked. Then their bill number, the date on the bill, and the VAT.
4. Then each line, as it's written on the bill: four bag filters at twenty two pounds fifty. Click Save and check.
5. Every check passed: the quantity, the price, and the total agree with the order and the delivery. So it was approved for payment, with nobody touching it.
6. Now the pump. Kestrel emailed that bill as a PDF. You can upload a PDF or a photo with Upload a bill. Where reading bills automatically is switched on, the details are filled in for you, and anything unclear is marked Details to check. Here, we'll type it in.
7. Kestrel, the pump's order, their bill number, and the VAT. Then the line: one circulation pump, at seven hundred and twenty five pounds. Click Save and check.
8. This time it's Needs a look. The order said six hundred and eighty five pounds, and the bill says seven hundred and twenty five. The difference is more than you allow, so a person has to decide.
9. Needs a look lists every bill that didn't pass, with exactly why, and a suggestion. You have three choices: ask the supplier for a corrected bill, accept the difference, or reject the bill.
10. A bill that doesn't match goes to someone who approves bills: Finance, or a Purchasing admin. Sunita can't accept it. Hannah rang Kestrel and agreed the new price, so she signs in, writes that in the note, which is required, and clicks Accept the difference.
11. That approves the bill for payment, with Hannah's name and her note kept on it. Once it's paid, open the bill, and click Mark as paid. Approving and paying bills needs Finance or Purchasing admin. Sunita's Accounts access lets her type bills in and check them.
12. One thing to watch: always link the bill to its order. A bill with no order can't be checked against anything, so unless it's a small amount your settings allow, it ends up in Needs a look. In the next video, we'll order parts straight from a job.