Home / Purchasing & payables
Account 3000 — Orders · Receipts · Bills · Payments

Every bill accounted, every payment allocated

Order it, receive it, and let the system refuse any bill that exceeds what arrived — then pay when you choose, with the supplier ledger and AP ageing current at every step.

1000 · Accounting2000 · Sales & AR3000 · Purchasing & AP4000 · Inventory8000 · Feedback
No. 01Order to bill

What you ordered, what arrived, what you were billed

Three documents, one chain. Bill against a receipt and the quantities are not merely displayed for comparison — they are enforced. A line that exceeds what the warehouse signed for is rejected outright, so a supplier cannot invoice you for forty units against a delivery of thirty-eight.

  • ✓Purchase order → goods receipt → supplier bill, matched line by line
  • ✓Bill more than the warehouse received and the line is refused — checked when you save it and again when you post
  • ✓The same delivery cannot be billed twice, on the receipt or against the order behind it
  • ✓Goods received but not yet invoiced sit in GRNI until the bill posts and clears it
  • ✓Invoiced at a different price than received? The difference posts to purchase price variance, so GRNI clears to zero
  • ✓Supplier bills with line items, input tax and branch dimensions
  • ✓Debit notes reverse a bill cleanly when goods go back
  • ✓Post to payables and expense accounts through posting profiles
  • ✓Purchase register report for the whole period
Bill — Gulf Tech SuppliesMatched
Against PO-2026-0177receipt GRN-0231
Office equipment24,600.00
Input tax — 5%1,230.00
GRNI cleared on posting24,600.00
Payable — AED25,830.00
No. 02Payments

Payments allocated, not just recorded

"Which bills did that AED 40,000 cover?" has an exact answer, forever.

  • ✓Payments from any bank or cash account, in any configured currency
  • ✓Allocate one payment across multiple bills — partials handled
  • ✓Cheques tracked from issue through to clearing
  • ✓Reverse an allocation cleanly when something changes
  • ✓Payment register and supplier balances from the same records
Payment — PAY-2026-0311Allocated
Gulf Tech Supplies40,000.00
→ Bill GTS-879225,830.00
→ Bill GTS-8841 · partial14,170.00
Allocation
No. 03Payables

Ageing and statements your suppliers agree with

Supplier reconciliation calls end when both sides read from the same statement.

  • ✓AP ageing in 30/60/90 buckets, by supplier or branch
  • ✓Supplier ledger: bills, debit notes, payments and running balance in one view
  • ✓Supplier statements generated on demand for reconciliation
  • ✓Overseas suppliers revalued with everyone else at period end
  • ✓Purchasing dashboard: outstanding, overdue and paid this month
AP ageing — AugustCurrent
Current148,300.00
30–60 days32,700.00
60+ days8,400.00
Total payables — AED189,400.00

What you buy becomes what you stock

Start free trialSee Inventory →