When a vendor bills you against a purchase order, bill the order in SmartLedger. You can create a new purchase invoice filled in from the order, or link a purchase invoice you have already entered. The order then shows as Billed and keeps count of what is still to be billed.
Create a purchase invoice from the order
Go to Purchases → Purchase Orders and open the order.
Click Edit Purchase Order.
In the right-hand panel, set Status to Billed.
The Bill this Purchase Order card appears below it.
Click Create purchase invoice.
A new purchase invoice opens with the order's vendor, place of supply, currency, line items, discount, reverse charge and TDS settings, notes and terms already filled in.
Enter the vendor's Bill No, and check the Invoice Date and Due Date.
If the vendor has billed only part of the order, reduce the quantities or remove lines.
Click Create Invoice.
The new bill is linked to the order, and the order's status becomes Billed.
Link a bill you have already recorded
Open the order, click Edit Purchase Order and set Status to Billed.
In Bill this Purchase Order, pick the bill from Search & select a bill.
Only bills from the same vendor that aren't linked to another order are listed.
Click Yes, Link Bill to confirm.
Track what has been billed
The Linked Purchase Invoices card on the order lists each linked bill with its amount, and shows how much has been billed out of the order total and how much remains. Click a bill number to open it.
You can bill an order in parts until its total is covered. Once it is fully billed, the Bill this Purchase Order card no longer appears.
Rules to know
- The bills linked to an order can't add up to more than the order's total. If they would, SmartLedger stops with "Linking this bill would exceed the purchase order total".
- A bill's vendor must match the order's vendor, and a bill can belong to only one order.
- To undo a link, edit the order, click the bin icon next to the bill in Linked Purchase Invoices and confirm with Yes, Unlink Purchase Invoice. The bill itself isn't deleted. When the last bill is unlinked, the order goes back to Issued.
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