Journey A, part 8: The accountant records and verifies the supplier's bill

Steps

1. 1

   Open Accounting

   In the left menu, under Finance, select Accounting. The list on the left of the page holds its sections. Chart of Accounts shows zero and the table says No accounts yet. A journal entry needs accounts to post to, so the chart comes first.

2. 2

   Seed the chart of accounts

   Select Seed Template. In Template, keep UAE Trading, which suits a retailer; other templates cover services, free zone, construction, real estate, holding and manufacturing companies. Select Seed. A message confirms how many accounts were created. You do this once per company.

   • Select Seed Template
   • Select Seed
3. 3

   Open Supplier Bills and select Manual Entry

   Select Supplier Bills in the section list. A supplier bill is an invoice you have received and need to pay. Select Manual Entry to type the bill in. Upload Document is for a PDF or a photo of the bill, which the system then reads for you.

   • Select Supplier Bills0 (0)
   • Select Manual Entry
4. 4

   Enter the supplier and the invoice number

   In Supplier Name type Najm Al Sahra Fulfilment LLC, exactly as it is in the vendor directory. In Supplier TRN type the supplier's 15-digit tax registration number from the invoice. In Invoice number type the number printed on the supplier's invoice.

   • Type Supplier Name *: Najm Al Sahra Fulfilment LLC
   • Type Supplier TRN: 100482913700003
   • Type Invoice #: NSF-2026-0091
5. 5

   Enter the dates and the amounts

   Set Invoice Date to the date on the invoice, 30 September 2026, and Due Date to 30 October 2026, thirty days later as the contract says. Type 80000 in Subtotal and 4000 in VAT Amount. Total is worked out for you: 84,000.

   • Type Invoice Date: 2026-09-30
   • Type Due Date: 2026-10-30
   • Type Subtotal: 80000
   • Type VAT Amount: 4000

   

6. 6

   Choose the tax category and the VAT treatment

   CT Category says how the cost is treated for corporate tax: choose Operating Expenses. VAT Treatment says how VAT applies: choose Standard Rated, five percent. In Description, say what was bought. These two choices travel with the bill into Tax.

   • Select CT Category
   • Choose Operating Expenses
   • Select VAT Treatment
   • Choose Standard Rated (5%)
   • Type Description: Fulfilment and delivery service fee, September 2026
7. 7

   Select Add Bill

   Select Add Bill. The bill joins the list as Not verified and Unpaid. The message reminds you that nothing is posted yet.

   • Select Add Bill
8. 8

   Open the bill

   Select the eye at the end of the bill's row. The bill opens underneath with its line items and a Payments box. Record payment is greyed out: a bill must be verified before it can be paid.

   • Select View line items
9. 9

   Select Review posting and verify

   Select Review posting and verify. The window shows exactly what will be posted to the ledger: the service fee as an expense, the VAT as input VAT you can recover, and the full 84,000 as owed to the supplier in Accounts Payable. Debits and credits are equal.

   • Select Review posting and verify
10. 10

    Select Verify and post

    Select Verify and post. The bill's status changes to Verified, and the number of the journal entry appears under it. From this moment the cost is in the ledger, and the purchase is in Tax for the VAT return. Paid still says Unpaid.

    • Select Verify and post