Purchases
Vendors, vendor bills, and what you owe.
Purchases is the money going out. You keep a directory of who you buy from, record the bills they send you, approve them, and settle them.
Navigate to Purchases from the main sidebar.
The Sections
Bills
Record, approve, and pay what your suppliers have invoiced you.
Vendors
Your supplier directory and each supplier's history.
Bills is in beta. It is available in every workspace, but the interface is still being worked on.
The Bill Lifecycle
A bill is not a record of money until it is approved.
- Draft — you have typed the bill in. Nothing has happened yet.
- Submit for Approval — it moves to Awaiting approval. Still no ledger entry.
- Approve — the bill is posted to the general ledger and its financial details are locked. Corrections from here are made by reversing it, not by editing.
- Settle — record payments as you pay the vendor. The bill moves from Unpaid to Partial to Paid.
Approving locks the bill
Once a bill is approved and posted, its financial details cannot be edited. If something is wrong, reverse the bill and raise a corrected one — this keeps your ledger trail intact instead of rewriting it.
Bill Statuses
| Status | Meaning |
|---|---|
| Draft | Being prepared. Nothing posted. |
| Awaiting approval | Submitted, waiting to be approved. |
| Approved | Posted to the ledger. |
| Paid | Settled in full. |
| Partial | Partly settled. |
| Overdue | Past the due date with a balance outstanding. |
| Reversed | Undone by a reversing entry. |
Payment is tracked separately, as Unpaid, Partial, or Paid.
Tips
- Approve a bill only once you have checked it. After approval you are correcting, not editing.
- Record payments against the bill as you make them rather than in a batch at month end — the Reports read from this.
- Keep vendors current. A vendor with an accurate address and email is what makes the bill you receive from them easier to type in.