Purchase Invoices (Bills)
A bill is what a supplier charges you. Recording it does three things at once: it adds the goods to your stock at their real cost, it creates a payable you owe, and it posts the expense to your accounts. Everything downstream - margin, valuation, supplier balances - is built on what you enter here.
Menu path: Purchases > Purchase Invoice
What a bill records
| Section | Fields |
|---|---|
| Header | Vendor, branch, date, issue and delivery dates, due date, currency and exchange rate, the supplier's own PI number and your PO number, the invoice type, cost center, and a note |
| Lines | Product, quantity, unit, price, discount, tax, subtotal, plus lot number, lot barcode, shipment number and expiry date |
| Cost and margin | Sale price, profit and profit percentage shown per line as you enter it |
| Extras | Extra expenses, attachments, and payments recorded against the bill |
Two details make this page more than data entry. First, the profit and profit percentage appear on the line while you type, so you find out that a supplier price increase has destroyed your margin at the moment you record it rather than at month end. Second, lot number, lot barcode and expiry date are captured per line - the only way to trace a batch later or run first-expiry-first-out on perishables.
Extra expenses are what make cost honest: freight, customs, clearing. Entered on the bill, they are spread into the cost of the goods rather than sitting as a separate expense, which is the difference between knowing your landed cost and guessing it.
Record a bill
- Choose the Vendor and the branch receiving the goods. If the supplier bills in another currency, set the currency and the exchange rate on the bill - that rate is what your books will use.
- Enter the supplier's invoice number in PI number and, where the purchase came from an order, your PO number. Those two references are what make a supplier dispute solvable.
- Add the lines from the supplier's invoice, not from your order - the point of the bill is to record what was actually charged.
- Enter lot numbers and expiry dates for anything batch-controlled or perishable.
- Add extra expenses. Freight and customs belong in the cost of the goods.
- Check the profit percentage per line before saving. Anything unexpectedly low is a price to renegotiate or a selling price to revisit.
- Save, then record payment when you pay - fully or partially.
Full reference
Every option and control on this page, at a glance.
List columns
Shown by default: Status tag, Number, Date, Due date, Issue at, Delivered at, User, Vendor, Branch, Total
Filters (7)
- Identity and numbering: Branch ID, Number, Vendor ID
- Dates and periods: From date, Last date, Stock receiving status
- Status and flags: Status
Dialogs and drawers
- Payment Modal
Standard list tools
Every list page in OSOSS shares these controls:
- Manage columns - the icon at the right edge of the header row: search columns, tick to show or hide, drag to reorder. Your selection persists for your user.
- Quick search - matches the page's primary field.
- Filter chips + More Filters - the chips are your defaults; More Filters exposes the full set below.
- Save Filter / Saved Filters - name a filter combination and recall it in one click; one can be your default view.
- Reset - clears filters back to defaults.
- Export All - downloads the current filtered rows with exactly the columns you have selected.
- Focus - hides the surrounding chrome for a full-width table.
- Row selection - the header checkbox selects the page or all matching rows, enabling bulk actions.
- Rows per page and page jumper - at the foot of the table.
- Custom fields - anything you define under Settings > Custom Fields appears here as both a column and a filter.
Related pages
- Purchase Orders - what you asked for, before the bill
- Purchase Cost Adjustments - correcting cost after the fact
- Refunded Purchase Invoices - returning goods to a supplier
- Vendors - the supplier and their balance
What you can do on this page
Every action on this page, step by step. What you see depends on your role, so a control your account is not set up for simply does not appear.
Open and read a record
- Click the row, or choose View in the row's actions menu.
- The detail page shows the record's own fields, its related documents, and the actions that apply to it in its current state.
- Use the breadcrumb or your browser's back button to return - your filters, sort, and page position are preserved.
Export the list
- Filter and choose your columns first - the export mirrors exactly what is on screen, not the whole table.
- Click Export All.
- The file downloads as a spreadsheet: one row per record, your visible columns in your order.
Print or save as PDF
- Choose Print in the row's actions menu, or open the record and use Print there.
- Pick the template or format if you are prompted.
- Your browser's print dialog opens - print it, or choose Save as PDF as the destination.