Enter a supplier bill

Accounting owns Payables. To record what you owe, first register the supplier, then capture their bill. Each line targets an expense account, and input VAT is computed on the server from the line’s tax code — rates are never entered by hand.

Before you start

• Set your scope and confirm your chart of accounts is live.
• If the supplier already exists in Supply Chain, you can link that master; otherwise the AP supplier is finance-only.

Steps

Register the supplier

1. Open Accounting → Payables → Suppliers and add a supplier.

2. Enter the Name (name, required). Optionally add KRA PIN, Email, Phone, Address, Default currency (three-letter code), Payment terms (days) (payment_terms_days), an AP account code and Status (active or inactive).

3. For withholding tax, optionally set WHT applicable (wht_applicable) and a Default WHT tax code. You may also link a Supply Chain supplier via Supplier (supply_supplier_id).

   [screenshot: AP supplier form]

Enter the bill

1. Open Accounting → Payables → Bills and start a new bill.

2. Select the Supplier (acc_supplier_id, required), set the Bill date (required) and Currency (required). Optionally add the Supplier invoice no., a Due date, FX rate, Branch code and a Remark.

   [screenshot: New bill header]

3. Add at least one Line (lines, minimum one). Each line needs a Quantity and Unit price (both required), plus either a Product (supply_product_id) or a Description — one is required. Optionally set a Tax code and target an Expense account (expense_account_id, or expense_account_code); if omitted, the product’s default expense account is used.

   [screenshot: Bill line grid]

4. Save. Input VAT is calculated server-side from each line’s tax code.

Result

The supplier is on file and the bill is recorded against Payables, with each line posted to its expense account and input VAT computed automatically — ready for ageing and payment.

Related

• Accounting reference
• Post a journal
• Set up your chart of accounts