Bills

Open Bills

Open Finance > Bills to see supplier and Partner Lab bills for the current company or branch workspace. The list shows the vendor, bill date, due date, total, amount due, and status. Use the filters to find a vendor, date range, or bills that still need attention.

How Bills are created

There are three supported starting points:

• When a posted warehouse receipt contains accepted stock, Kashef creates one Draft supplier Bill from the receipt. Accepted item costs, taxes, service charges, and invoice discounts are copied into the Bill. A receipt containing only rejected quantities does not create a Bill.
• Use Add Bill for a supplier or Partner Lab invoice that was not created from a warehouse receipt. Add the vendor, branch, dates, line items, category, quantity, price, tax, and optional private document. Submitting the form opens the Bill for payment tracking.
• For outsourced tests, open a Draft Partner Lab Bill and choose Add outsourced tests. Only released, completed tests that are not already on another active Bill can be selected.

Review and open a Bill

Open the Bill before paying it. Confirm the vendor, branch, source receipt or order, invoice number, dates, line items, tax, discount, total, and attached document. A receipt-created Bill remains Draft until Finance reviews it and chooses the action that opens it. Manual Bills are opened when submitted.

An opened Bill can be Due, Partially Paid, Paid, or Overdue. A Bill becomes Partially Paid after one or more payments, and Paid when the amount due reaches zero. Overdue is a display reminder based on the due date; it does not change the Bill total.

Record payments

Choose Record a payment from the Bill list or detail page. Enter the real amount and date, select the bank, wallet, card, or cash drawer account, and add the provider or transfer reference. Bills support multiple partial payments, but the total posted payment cannot exceed the amount due.

If the selected account is a cash drawer, start an active cashier session for that drawer before recording the payment. The payment is then included in the drawer's custody movements. Bank and wallet payments use the selected account and should include the statement reference when available.

Correct or cancel a Bill

An unpaid opened Bill can be corrected before payments are recorded. For a payment mistake, void the incorrect payment with a reason and record a replacement payment if needed. Void all payments before voiding the Bill itself. Voiding keeps the original history and releases outsourced-test lines so they can be billed correctly later.

Do not create a second Bill for the same posted receipt or the same outsourced Sample/Test pair. Open the existing Bill and use its correction actions instead.

Documents and daily checklist

Invoice files are stored privately. Use Download document from an authorized Bill page; a public file link is not created. Keep the vendor document attached when the Bill is reviewed or corrected.

Before finishing the day:

• review Draft Bills created from posted receipts;
• confirm due dates, totals, and vendor references;
• record only payments that were actually sent or collected;
• start a cashier session before paying from a cash drawer; and
• resolve overdue or partly paid Bills with the purchasing or finance owner.