Record a supplier bill by hand and verify it

Steps

1. 1

   Open Accounting and select Supplier Bills

   In the left menu select Accounting, then Supplier Bills, and select the Hide navigation icon at the top left so that the wide list fits. The tiles count all bills, those pending review, those verified and those not yet matched to a bank payment. Upload Document reads a bill from a file, which the next lesson covers. Select Manual Entry to type one in.

   • Select Accounting
   • Select Supplier Bills
   • Select Hide navigation
   • Select Manual Entry
2. 2

   Enter the supplier

   In Supplier Name type the supplier's legal name as printed on their invoice. It is the only required field, but fill in the rest: in Supplier TRN type their 15-digit tax registration number, which you need in order to recover the VAT.

   • Type Supplier Name *: Gulf Carton & Packaging Supplies LLC
   • Type Supplier TRN: 100358274600003
3. 3

   Enter the invoice number and the dates

   In the box labelled Invoice number type the number printed on the supplier's invoice. The same supplier and number cannot be entered twice. Set Invoice Date to the date on the invoice, 5 October 2026, and Due Date to the day payment falls due, 4 November 2026.

   • Type Invoice #: GCP-INV-26-0418
   • Type Invoice Date: 2026-10-05
   • Type Due Date: 2026-11-04
4. 4

   Enter the amounts

   In Subtotal type the amount before VAT: 8400. In VAT Amount type the tax shown on the invoice: 420. The box called Total is worked out for you: 8,820. Compare it with the total printed on the supplier's invoice.

   • Type Subtotal: 8400
   • Type VAT Amount: 420
5. 5

   Choose the category

   Open CT Category. The category decides which cost account the bill is posted to and how the cost is treated for corporate tax, for example entertainment, which is only half deductible. Cartons and tape for sending out orders are a cost of the goods sold, so choose Cost of Goods Sold.

   • Select CT Category
   • Choose Cost of Goods Sold
6. 6

   Choose the VAT treatment and describe the purchase

   Open VAT Treatment and choose Standard Rated, because the supplier charged five percent. The other choices are Zero Rated, VAT Exempt and Outside VAT Scope. In Description say what was bought; the description is carried into the journal entry and into Tax.

   • Select VAT Treatment
   • Choose Standard Rated (5%)
   • Type Description: Corrugated shipping cartons and tape, October order
7. 7

   Select Add Bill

   Read the note under the buttons: saving does not post anything. Select Add Bill. A message confirms that the bill is saved and that nothing is posted yet. The bill is listed with the status Not verified, and the tile Pending Review shows 1.

   • Select Add Bill

   

8. 8

   Open the bill's details

   At the end of the row are three icons: an eye, a green tick and a red bin. Select the eye, called View line items. A panel opens under the row with the description, the bill's lines, and Payments. Add Line Item lets you break the bill into lines. Payments says Verify the bill to record payments.

   • Select View line items
9. 9

   Select Review posting and verify

   Select Review posting and verify; the green tick on the row does the same. The window shows what will be posted to the ledger: Cost of Goods Sold debited 8,400, the input VAT account debited 420, and Accounts Payable, the amount owed to the supplier, credited 8,820. If the bill cannot be posted, it stays unverified.

   • Select Review posting and verify
10. 10

    Select Verify and post

    Check the accounts and the amounts, then select Verify and post. A message confirms that the bill was verified and gives the number of its journal entry. The status changes to Verified, with the journal entry number as a link beside it.

    • Select Verify and post
11. 11

    Read the tiles and the sync notice

    Scroll to the top. Verified now shows 1, with the VAT you can recover. A notice about ERP Sync has appeared: it counts verified bills that could be pushed to a connected accounting system, and says that pushing is switched off for this company. You can ignore it unless such a system is connected.

12. 12

    Open the journal entry from the bill

    Select the journal entry number beside Verified. Accounting moves to Journals and opens that entry: the same three lines as the preview. This link is how you get from any bill to the entry behind it.

    • Select JE-2026-0001
13. 13

    Close the entry

    Select Close. In the Journals list the entry has the type AUTO_BILL, which means the system posted it from a bill, and the status Posted. The bill is now owed in the books and will appear in the trial balance and in the accounts payable aging report.

    • Select Close