Supplier invoices and payroll runs

Alongside a plain manual entry, the New entry menu offers two purpose-built forms for the two most common recurring paperwork tasks: a bill from a supplier, and a batch of wages.

Supplier invoice

Supplier invoice dialog

Booking a supplier invoice records the cost now, and the payment separately once you actually pay it — the two don't have to happen on the same day.

To book a supplier invoice:

1. Start typing a Supplier name. Pick an existing one from the list, or click Create "{name}" to create a new supplier on the fly — its defaults (account, department, VAT rate) are filled in automatically when you pick an existing one.
2. Enter the Invoice no., Invoice date, and Due date. If the supplier has Payment terms (days), the due date fills in as invoice date + terms. Type your own date to override it.
3. Pick the expense Account and Department. Both are filterable pickers — click and type to narrow the list; the account search matches the code as well as the name.
4. Enter the Gross amount and VAT rate. The summary strip shows Gross, Net, VAT and the Due date.
5. Attach receipt if you have the document — it has to be one of the unbooked files in the receipt inbox, exactly as for a manual entry.
6. Review the posting lines preview at the bottom — this is a preview only; the actual posting is computed by the server when you save.
7. Save.

To mark it paid: open the invoice and click Mark as paid, pick the paid date and how it was paid via, then Confirm payment. Once paid, the invoice becomes read-only — a banner confirms it, with the date and method it was paid.

An unpaid invoice can be deleted; a paid one can't.

Tip: Suppliers have their own list and page under Master Data → Products → Suppliers, with contact details, payment terms, bank details, and an Invoices tab. New invoice there opens this dialog with the supplier already chosen. See Suppliers.

Payroll run

Payroll run dialog

A payroll run posts one entry per run — total wages against whichever account your chosen payment method resolves to.

To book a payroll run:

1. Pick the Period and Pay date.
2. Pick a Department and how it's Paid via.
3. Add a line per employee: pick the Employee (type to filter a long staff list), enter the Gross amount, and an optional Note. Add line for more, the × on a row to remove one (you always need at least one line).
4. The Total at the foot of the line list updates as you go, and the posting lines preview beneath it shows what will post: Wages & salaries debited, the resolved contra account credited.
5. Save as draft to keep it for later, or Post to post it straight away.

Once posted, a run becomes read-only with a confirmation banner; only a draft run can still be deleted.

Related chapters

• Booking an entry — the plain manual entry form these two sit beside on the New entry menu.
• Mapping — the Supplier invoices and Payroll rows in the sources table, if you ever need to change their default account.