Supplier Accounting

Supplier Accounting covers amounts owed to suppliers from bill entry through matching, payment, credit, statement reconciliation, and treasury proposals.

Purchase/receipt → Supplier bill → Three-way match → Posted payable
                         ↓                              ↓
                  Supplier statement       Payment / credit → AP reduced

Supplier Bills

Open Purchasing & Inventory → Supplier Bills. The list shows bill number, branch, supplier, linked purchase, bill/due dates, status, total, and balance due. Filter by status and bill-date range; search and open a row for lines and posting evidence.

Bill fields

Field	Meaning
Branch / Supplier	Owner and party owed. Required.
Purchase	Optional linked purchase order; enables receiving/matching evidence.
Bill Number / Supplier Invoice Number	Internal and supplier references used to detect duplicates.
Bill Date / Due Date	Supplier invoice date and contractual payment deadline.
Currency Rate	Historical conversion rate for the bill currency.
Withholding Rule	Optional effective rule used later when payment is subject to withholding.
Notes / Active	Supporting context and operational availability.

Each line contains purchase item/ingredient or ledger account, optional dimension, description, quantity, unit cost, subtotal, tax, discount, and total. Available to Bill prevents billing more received quantity than remains eligible.

Save creates a Draft with no ledger effect. Approve validates the bill and queues/creates accounting posting: expense or inventory/input tax increases and AP increases. Posted bills appear in aging and payment selection. Void on a posted bill creates a reversing journal rather than deleting history.

Three-Way Supplier Matching

Open Supplier Matches to compare purchase order, goods received, and supplier bill.

The list shows bill, supplier, purchase order, status, total difference, quantity variance, and value variance. Run Matching or Rerun Matching freezes current evidence including ordered/received/billed quantities, purchase/bill totals, duplicate candidates, tolerance, and currency rate.

Statuses are Pending, Matched, Exception, and Overridden. Use Override Exception only after manual review; enter why the variance is acceptable. Override does not change purchase, receipt, or bill amounts, and rerunning may replace the decision.

Supplier Payments

The list shows payment number, supplier, financial account, payment date, status, amount, unapplied amount, currency/rate, reference, and posted journal.

Payment fields and posting

1. Select branch, supplier, controlled Financial Account, payment number/date, amount, currency rate, reference, and notes.
2. Add allocations: select each open supplier bill and enter an allocation not exceeding its available balance.
3. Review Total Allocated and Unapplied Amount.
4. Select an optional Withholding Rule. Estimated withholding/net payment is guidance; the server validates the effective rule and freezes final amounts when saved.
5. Save Draft, then choose Post.

Posting reduces AP for allocations, reduces the selected cash/bank account by the net cash paid, and records any withholding liability. Unapplied amounts represent supplier advances. Void creates a reversal; if withholding was already remitted, reverse the authority remittance first.

Supplier Credits

Use credits for returned received items or a supplier-approved reduction.

Select supplier, optional bill/purchase, credit number/date, currency rate, notes, and returned lines. Each return line selects a received purchase item, return quantity up to Available to Return, and optional dimension. The system shows original receipt cost and calculates subtotal/tax/total.

Draft has no effect. Approve queues/posts the credit, reduces AP or creates an available supplier credit, restores/reduces inventory through linked movement/valuation evidence as applicable, and reverses recoverable tax. Void creates compensating evidence.

Supplier Statements

Open Supplier Statements → Import Statement. Enter branch, supplier, reference, statement date, covered period, currency and historical rate, opening/closing balance, notes, and each line's document number/date/due date, debit or credit, balance, and evidence. Use one of debit/credit per line.

The list compares supplier Closing Balance with the AP Ledger Balance and shows Difference and Status. The detail page shows matched bills/payments, unmatched lines, exception reasons, and audit evidence.

Reconcile Statement matches every possible line and compares balances. Status becomes Reconciled when evidence agrees or Exception when unresolved. Correct Statement replaces imported details/lines but retains protected historical matching evidence.

Payment Proposals

Payment Proposals group eligible matched bills for maker-checker treasury approval. Only active, posted, matched, due bills with an open balance are offered.

1. Choose branch, payment date, and funding account; currency is assigned from the branch.
2. Search suppliers/bills and select amounts.
3. Review selected total, funds available through the payment date, and remaining funds.
4. Create Draft, Submit for Approval, then an independent user Approves or Rejects with a reason.
5. Execute Payments creates and posts linked supplier payments.

Lifecycle: Draft → Pending Approval → Approved → Processing → Completed; rejection and cancellation are terminal alternatives. Insufficient funds blocks execution unless the account has authorized overdraft behavior.

Practical Example: Pay a JOD 500 Rent Bill

Create a supplier bill for landlord, JOD 500, with Rent Expense and the due date. Approve/post it: expense and AP increase by 500. Match it with the purchase/receipt evidence if used. Create a JOD 500 supplier payment from Main Bank and allocate it to the bill. Post: AP and bank decrease by 500, the bill balance becomes zero, and both entries appear in Purchase Journal, General Ledger, and the bank reconciliation candidates.

Important: Do not duplicate payment

Executing a Payment Proposal already creates supplier payments. Do not also create the same payments manually.