Review a supplier bill

When to use it

Check a supplier bill against the receipt, supporting documents, and approved payment details. Validate an eligible bill or decline it with a reason. A receiving-adjustment bill is an extra bill created when a saved received quantity is corrected upwards.

Before you start

• You need access to Sourcing → Supplier Bills. Validation and decline require supplier-bill approval permission.
• The bill must be Pending and not already validated for those review actions to appear.
• The order must be Completed and have a received date to validate its ordinary supplier bill. An ordinary bill whose order lines were all received at zero cannot be validated.
• Have the order documents and the information needed to check the approved payment destination. Confirm the intended payment schedule with the responsible reviewer.

What this changes

Successful validation shows Supplier bill validated successfully and closes the drawer. Successful decline shows Supplier bill declined successfully. Check the updated bill in the list, including its validation/payment status and schedule.

Validation is not proof that money has been paid. Verify payment completion from the payment status and transaction information.

Bill validation can schedule a supplier payment or settle a zero-payable bill using credits. Scheduling a payment is not proof that money was transferred.

Steps

1. Open Sourcing → Supplier Bills. Find the bill using its reference, supplier, or filters.
2. Select Review on the pending bill to open its review drawer.
3. Check the bill reference, supplier, final payable amount, and received status.
4. Check the approved payment method and destination. Review the supporting documents and payment information, including the sourcing and received dates.
5. Compare Sub Total, Tax, and Logistics. Original Payable is the amount before credits; Applied Credit is the reduction from credit notes; Final Payable is the amount still owed.
6. Compare the ordered and received item tabs. Review highlighted price and quantity differences. Receiving-adjustment bills display correction information; check the original and corrected quantities.
7. Choose the appropriate outcome:
   • Validate: select Validate, check the bill and amount again, enter Payment Schedule Date when there is an amount due, then select Confirm.
   • Decline: check the consequence before confirming. Decline clears the payment schedule; for an approved receiving-adjustment bill it also undoes the stock change recorded for the correction. Select Decline, choose Decline Reason, then select Decline in the confirmation. Available reasons are Duplicate LPO, Wrongly Received, and Received as 0.
   • Cancel: close the review without changing the bill.

Screenshot to add: Bill summary with received status, payment destination, documents, and amount owed. Capture filename: images/supplier-bill-review-summary.png.

Screenshot to add: Received-items tab showing quantity and price differences. Capture filename: images/supplier-bill-review-received.png.

Screenshot to add: Validate confirmation showing the payment date. Capture filename: images/supplier-bill-validate.png.

Screenshot to add: Decline confirmation showing the selected reason. Capture filename: images/supplier-bill-decline.png.

Restrictions

• Validate is disabled when the order has not been received or an ordinary order has nothing received. Receiving-adjustment bills are not subject to the ordinary all-zero quantity restriction, but still need a received date.
• Although the individual form allows a blank Payment Schedule Date, you must enter it when the bill has a positive amount before credits are applied. Use today or a future date. Same-day scheduling is rejected after the configured payment cutoff (20:00 Africa/Nairobi if no setting is configured). Confirm the actual cutoff with Finance. Bulk Validate & Schedule also requires a date.
• Eligible zero-payable bills can be validated without a schedule and marked paid with no money transfer. A paid label alone does not prove a payment was sent.
• A receiving-adjustment bill must be approved before payment validation. Already-validated or declined bills cannot be validated again; already-paid or declined bills cannot be declined again.
• Missing supporting documents and a missing approved payment profile show warnings. The drawer does not make either warning a reason for the screen to disable Validate. For supplier-order bills, validation is blocked without an eTIMS invoice when the invoice requirement setting is enabled. Confirm that setting and resolve missing payment details with the responsible reviewer; resolve the warnings before continuing.
• Closing the review with Cancel does not cancel a payment. The list's Cancel payment action is a separate task.
• The drawer offers Take a tour to replay its review walkthrough.

Troubleshooting

What you see	What to do
Validate and Decline are missing	Check approval permission and whether the pending bill is already validated.
This bill can be validated after the order is received	Complete or verify the order receipt first.
Nothing was received on this order	Review the receipt and use the appropriate decline reason rather than validating an ordinary all-zero bill.
No approved payment profile is available	Have the supplier's approved payment details checked before proceeding.
Payment schedule date is required	Enter the agreed schedule date even though the form permits a blank date.
Too late to schedule payment for today	Agree a future date with Finance and check the configured cutoff.
Upload ETims invoice before validating this order	Upload the invoice through Supplier Orders, then reopen the bill.
A review loading error	Select Retry.
A validation or decline error	Resolve the displayed error, then reopen the bill to check its current state before retrying.

If something went wrong

After an uncertain Validate or Decline, reopen the same bill and check its validation, payment status, schedule, payable amount and applied credits before trying again.

If you validated the wrong bill or chose the wrong date, tell Finance before payment. For an eligible unpaid bill, review Cancel payment or Reschedule. If the bill is settled at zero, paid or partly paid, Finance must check the credits and actual payment evidence.

If you declined the wrong bill, there is no undo-decline control in this guide. Give Finance the bill and order references and the intended decision. For a receiving-adjustment bill, also involve Inventory: declining it undoes the stock increase from that correction. Do not submit another receiving correction just to replace a declined bill.

If the underlying received quantity is wrong, follow Correct received quantities with bills or credits after checking existing corrections.

What the correction changes

Cancelling a payment schedule does not undo receipt stock. Declining an approved receiving-adjustment bill undoes its correction stock increase. A zero-payable validation may mark a bill paid without transferring money.

Check the correction

Check the final bill state, scheduled date, payable amount, applied credits and payment evidence. For a declined receiving-adjustment bill, also check the related stock change.

Related guides

• Receive a supplier order
• Validate several bills
• Change a payment date
• Cancel a payment schedule