Supplier invoices, bills and payments on a PO

Record the supplier's invoice

On the PO's Supplier Invoice card:

1. Click Upload invoice to auto-fill and drop the supplier's PDF or photo. AI reads it (20–40 seconds) and shows what it found: invoice number and dates, each invoiced price and quantity against the order, freight, and anything invoiced that isn't on the order. Tick what to apply and click Apply. The file is kept on the order.
2. Or type it in: Supplier invoice no., Received, Due and the Invoice amount (ex GST, goods and freight). Click Save.

Under the fields, the match shows Ordered, Received, Freight and Invoiced, and says Matched, Billed more than received, Billed less than received, Received, not billed or Invoice amount missing. A difference up to $1 or 0.5% counts as rounding. Received, not billed→ lists every order that isn't matched.

Received goods but the invoice price is different? You can still correct line prices after receiving: the stock already on hand is revalued.

Send the bill to Xero or QuickBooks

• More → Push to Xero as Bill creates a draft bill in Xero for your bookkeeper to approve. It is offered once the order has left draft and has a supplier, to people with Edit or Approve purchase orders. Pushing twice doesn't double it.
• With QuickBooks Online connected, the QuickBooks card on the PO sends or updates the bill.
• Orders to head office and to a supplier on BuildTrack Pro send their bill to Xero by themselves once the supplier's invoice is issued.

Record what you paid

1. On Supplier Payments, click Record.
2. Enter the amount, Payment Date, Method (Bank Transfer / EFT, Credit Card, Cash, Cheque, Other) and Reference.

The order reads Unpaid, Partial or Paid. A payment that covers it ends any payment reminders. Remove a wrong payment with its remove button.

If what you paid differs from the order (a settlement discount, a card surcharge, rounding), someone with Approve purchase orders can write off the difference with a reason. The order is marked paid without inventing a payment.

Payment reminders on this order

For COD and prepaid suppliers, the card's Payment reminders line shows whether this order is in the daily digest. Pause leaves it out (for a disputed invoice), Resume puts it back. See Supplier payment reminders→.

If something's not right

• "Connect Xero in Integrations first": connect it at Integrations → Xero→.
• No Push to Xero as Bill: the order is a draft or cancelled, has no supplier, or you don't have Edit or Approve purchase orders.
• Upload says prices won't be applied: the invoice is in a different currency from the order. Only the invoice details are filled.