Create Bill
Creating a Vendor Bill in MAQSU ERP records the supplier's invoice into your accounting system after goods have been received. It ensures that your financial records accurately reflect what is owed to the supplier and prepares the transaction for payment.
A vendor bill can only be created after the goods have been received and the Purchase Order billing status is Waiting Bills. Always verify the invoice details match the Purchase Order before posting the bill.
After goods have been received, the next step is to create a Vendor Bill to record the supplier invoice and process payment. Follow the steps below:
Step 1 — Navigation
From the left sidebar, click Purchase. Then from the top navigation menu, go to Orders ‣ Purchase Orders.
Step 2 — Find the Order
To locate the Purchase Order that is ready for billing, utilize the Filters feature to efficiently narrow down the list. Click the Filters button at the top-right of the list, and then select Billing Status is "Waiting Bills" from the filter options to retrieve only Purchase Orders with a billing status of Waiting Bills.
If Billing Status is "Waiting Bills" does not appear in the standard filter list, use a Custom Filter instead. Click Add Custom Filter, then set the conditions as follows:
- Field: Billing Status
- Operator: is
- Value: Waiting Bills
Then click Apply to apply the custom filter.
After applying the filter, the list will display only Purchase Orders with a Billing Status of Waiting Bills.
Step 3 — Open the Order
Click on the Order Number of the Purchase Order you want to create a vendor bill for to open it. On the Purchase Order detail page, verify that goods have been received by checking the Received column in the Order Lines — it should now show the received quantity (e.g., 100.00). The Billed column will still show 0.00, indicating no bill has been created yet.
Step 4 — Create Bill
Click the Create Bill button at the top of the Purchase Order form to start the billing process.
Step 5 — Payment Type
A Create Bill dialog will appear. The bill will be created in Draft status so you can review it before posting. Select the appropriate bill type:
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Regular Bill (Default) – Creates a standard vendor bill for the full amount of the purchase order. Use this for normal purchases.
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Down Payment (Percentage) – Creates a partial bill based on a percentage of the total purchase order amount. Use this when paying a deposit upfront.
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Down Payment (Fixed Amount) – Creates a partial bill for a specific fixed amount. Use this when the advance payment is a set amount rather than a percentage.
Select the appropriate option, then click Create and View Bill to create the bill and open it immediately.
If you click Create Bill instead of Create and View Bill, the bill will be created in the background without opening it. You can find it later under the Accounting module → Vendor Bills.
Step 6 — Review the Draft Bill and Click Post
The Draft Bill form will open automatically. Review all the details carefully before posting:
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Vendor – The supplier linked to this bill.
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Bill Date – The date the bill was created.
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Accounting Date – The date used for accounting entries.
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Payment Terms – The agreed payment due date.
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Journal – The accounting journal, typically Vendor Bills (USD).
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Invoice Lines – Lists all products from the Purchase Order with their quantities, unit prices, accounts, and subtotals.
Once you have verified all the information is correct, click the Post button to validate and post the vendor bill. This will change the status from Draft to Posted and record the corresponding journal entries in your accounting.
Once the vendor bill is posted, the next step is to Register Payment to record the actual payment made to the supplier against this bill.