Purchasing GuidePurchase Bills

Purchase Bills

Record the vendor's invoice — what you owe, on what terms, and by when.

What is this?
A Purchase Bill is the financial record of the vendor's invoice — amounts owed, payment terms, and due date.
When to use it
Create a Bill as soon as you receive the vendor's invoice. Bills are what Payments are applied against.

Three ways to start a Bill

1

Import from a Purchase Receipt

Cleanest option. The Bill pre-fills from what you actually received.

2

Import from a Purchase Order

Use when billed before delivery. Stock won't update — you'll be prompted to also create a Receipt.

3

Enter Manually

For one-off purchases with no PO or Receipt — enter the vendor, items, totals, and due date.

How to create one

Method 1 — Import from a Purchase Receipt

  1. Open the confirmed Receipt.
  2. Click Convert to Bill.
  3. Enter the vendor's invoice number and payment terms.
  4. Set the due date.
  5. Click Confirm.

Method 2 — Import from a Purchase Order

  1. Open the PO.
  2. Click Convert to Bill.
  3. Enter invoice number, terms, and due date.
  4. Click Confirm.
  5. Octopos will prompt you to also create a Receipt — the Bill alone does not update inventory.

Method 3 — Enter Manually

  1. Go to Purchase Bills and click New Bill.
  2. Pick the vendor and enter invoice number + date.
  3. Add line items (product or service) with amounts.
  4. Set payment terms and due date.
  5. Click Confirm.

Lifecycle

Purchase Bill lifecycle
DraftOpenPartially PaidPaid
Any state can be →Voided

Receipt vs. Bill

These two documents look similar but answer different questions. Keep them straight and you won't get confused later.

Purchase ReceiptPurchase Bill
Tracks physical goods that arrived.Tracks the financial obligation to the vendor.
Updates inventory on confirm.Updates money owed, payment terms, due date.
Answers: What arrived, at what cost?Answers: What do I owe, and by when?
One event, two documents
One shipment often produces both a Receipt and a Bill. They can be created in either order — Octopos will keep them linked.
Next step
Payments
Record money paid against one bill, or batch a payment across many.