Step by step
Record a supplier invoice
Type in what the supplier billed. Kila matches it against the order and what was received, flags any difference, and you approve it for payment.
“Each invoice is matched against what was ordered and what was received before it can be paid.” Kila compares three things, line by line: the order, the goods received and the invoice.
At Baraka Wines and Spirits, Highland Spirits Kenya delivered 11 bottles of Kilimanjaro Vodka 750ml to the Baba Dogo store: the twelfth came broken and the store rejected it. Their invoice bills all 12. Daniel Mwita, the accountant, records it.
Open Purchasing › Supplier invoices and tap Record invoice
Kila asks “Which order is the invoice for?”: tap it. “Type what the supplier billed. Kila compares it with the order and what was received.”
Steps 2 to 5 on one screen. Type the supplier's invoice number
Under Supplier’s invoice number. Invoice date starts at today. Leave Due date empty to use the supplier’s payment terms, such as “Default: 30 days”.
Type the quantities billed
Billed qty starts at what was received and not yet invoiced: change it to what the invoice says. Here, 12 bottles of vodka.
Type the prices billed
Billed price starts at the order price. “Lines billed for more than was received, or priced more than 2% away from the order, are flagged. Flagged invoices need a reason before they can be approved.”
Tap Record and match
Kila records it and opens it. When something is off, it says “SINV-000013 does not match. Review the differences before approving.”
Steps 6 and 7 on one screen. Read what does not match
Each difference is listed, such as “Kilimanjaro Vodka 750ml: invoiced 12 in total but 11 received.” Kila says what to do: “Ask Highland Spirits Kenya for a corrected invoice, receive the missing goods, or approve with a reason.” Under Three-way match (“Order, goods received and invoice, line by line.”), each line says Check or Matches.
Void a wrong invoice
When the supplier sends a corrected invoice, tap Void on the wrong one: “Use this for a duplicate or wrong invoice. It stays on record as void.” Type why and tap Void invoice. Kila says Invoice voided.
Record the corrected invoice
As in steps 1 to 5. This time Kila says “SINV-000014 matches the order and receipts. Approve it for payment.” The invoice says Matches the order and the receipts: “Quantities are within what was received and prices within 2% of the order. Approve it for payment.”
Step 9. Tap Approve for payment
Kila says what it means, “Highland Spirits Kenya will be owed KES 35,612.00 more.” Tap Approve:
The invoice can now be paid: it has a Pay button, and it waits under Approved, to pay. Goods returned from it later come off it: see Return goods to a supplier.
The difference is right
Link to this section: The difference is rightTap Approve for payment on the invoice that does not match: “This invoice does not match. Say why it is right to pay it anyway; the reason is kept with the invoice.” Approve waits until you type the reason.
- Receive a delivery: what the invoice is matched against.
- Return goods to a supplier: the debit note for goods sent back.
- Pay suppliers with a payment run: paying approved invoices.
Next: Return goods to a supplier.