Supplier bills
The inbox of supplier purchase orders and bills from Xero. Link each line to a job so its cost lands on the right job.
When to use
- You enter supplier bills and purchase orders in Xero and want the costs on jobs.
- You want to confirm what a part really cost.
- A bill from a supplier has arrived for a job.
Office and Owner use this page. WSManager only reads purchase orders and bills from Xero. It never creates them.
Overview
The page title is Supplier orders and bills. Documents are grouped, with a heading for each purchase order, bill or supplier credit note showing the supplier, number and status. Under each are its lines: description, quantity, amount excluding GST, and a Suggested job.
Tabs filter the inbox: Waiting, Linked, Not for a job and Changed in Xero, each with a count.
Key features
- Check Xero now reads Xero straight away. It also runs by itself every 30 minutes.
- Only job cost lines come in. An Owner chooses the job cost accounts on Xero settings. Overheads such as power and rent do not.
- Suggestions. WSManager suggests a job from, in order: the job’s tracking option on the line, a job number in the reference or description, or an open ordered part for the same supplier. A suggestion is never applied until you click.
- Filters. Filter by Supplier and Search by description, number, reference or supplier.
- Cost basis. A part’s cost comes from the best known source: Bill, else PO, else Estimate.
Actions on a line
| Action | What happens |
|---|---|
| Add to a job, or Add as ordered part | A new ordered part on that job. A purchase order line makes it Ordered with the PO cost. A bill line sets the cost from the bill. A supplier credit note line shows Credit. |
| Link to part | Link the line to an ordered part already on a job. A purchase order line sets the part’s PO and expected cost. A bill line sets the actual cost and marks the part Received if it was not already. |
| Split | Divide a line across jobs. The amounts must add up to the line amount and the quantities to the line quantity. |
| Not for a job | The line leaves the inbox. Undo puts it back. |
| Mark seen | Dismisses a Changed in Xero flag. |
| Take cost off the job | Removes a bill cost from the job’s part. The part stays and its Xero cost is cleared. |
How to: link a bill line to a job
- Open Financial, then Supplier bills.
- Find the line. If the suggested job is right, select Add to with the job number, or Link to the suggested part.
- Otherwise, choose a job under Add to job and select Add as ordered part, or choose a part under Link to an ordered part already on a job and select Link to part.
How to: split a line across jobs
- Open Split across jobs on the line.
- Choose a job for each row, and give a quantity, an amount, or both. A blank one is worked out from the other.
- Select Split.
How to: handle a change in Xero
A purchase order or bill can change in Xero after you link it. The line shows Changed in Xero, Removed in Xero or a voided note, and the job’s part shows it too.
- Open the Changed in Xero tab.
- Check the new amount against the job.
- Select Mark seen, or Take cost off the job.
Tips & gotchas
- Nothing is read from Xero until an Owner chooses the job cost accounts and the bills start date on Xero settings.
- The Parts to order and Parts receiving pages show how many unlinked lines there are from the same supplier.
- Matching a bill line to a part also marks that part received.