Purchasing and bills
Purchase order and bill management with approval built in
Capture supplier bills as drafts and post them to accounts payable only when someone approves them. One supplier payment can settle several bills at once, and purchase orders record the expected cost of each commitment before the goods arrive.
Bills, approvals and supplier payments are in every Finance Hero package; purchase orders come with Professional.
01How it works
From purchase order to paid bill
Purchase orders
Purchase orders with every line costed
Create multi-line purchase orders with product, quantity, expected price and tax on each line, plus a cost centre and a profit centre, so every commitment is costed before the goods arrive.
- Statuses: draft, sent, partially received, received, closed and cancelled
- Lines pick products from your Finance Hero product list
Goods receipts
Record what actually arrived
Enter the quantities received against each line of an order that has been sent to the supplier; orders are sent from the Office Hero Manager app, which is in testing. The order moves to partially received or received by itself, so you can see what is still to come before the bill arrives.
- Partial deliveries are recorded line by line
- A goods receipt updates the order, not stock levels
Supplier bills
Bills captured as drafts, with the original attached
Capture each bill with its lines and expense accounts, the supplier's reference, the received date and the exchange rate, and attach the supplier's PDF. Drafts stay editable until someone approves them.
- A days-late view shows the bills past their due date
- Rejected bills stay on record instead of being deleted
Approval inbox
One inbox for every bill that needs a decision
Draft bills wait in one queue with the supplier, the reference, the due date and the total. Approving a bill posts it to accounts payable in the ledger; rejecting it takes it out of the queue without deleting it.
- Pending bills and the amount pending at the top of the inbox
- Only people with the approval permission can approve a bill
Supplier payments
Pay a supplier once, settle several bills
Enter the amount leaving the bank and split it across the supplier's open bills; the journal from accounts payable to the bank posts in the same step. For a single bill, the pay dialog refuses any amount above what is outstanding.
- The allocations must add up to the payment amount
02Also included
More for purchasing and payables
Supplier records
IBAN and BIC, VAT number, tax scheme, payment terms and currency per supplier, with counts of suppliers with open bills and the countries you buy from.
Supplier rating
Give each supplier a score from 1 to 5, with an optional note that explains it.
Upcoming bills
Bills falling due soon sit on the dashboard, and you can record a payment for one without leaving it.
Suppliers see what you owe
Suppliers who sign in to Office Hero Connect see the amount you still owe them, based on the bills you recorded, and what is coming due.
Bills in other currencies
Record a bill in its own currency and rate. When you pay it through supplier payments, the exchange difference is booked automatically.
Cost and profit centres
Give each purchase order a cost centre and a profit centre, so every commitment shows which department or project it belongs to.
Aged payables
What you owe by age, from not yet due to over 90 days, as of any date and in your company currency.
Merge duplicate suppliers
Move the documents of a duplicate supplier to the record you keep, in one audited step.
Nothing disappears
Rejected bills stay on record and reversed payments post compensating entries, so the audit trail stays complete.
Good to know
Purchase orders are created in Finance Hero on the web. Sending, closing and cancelling an order are done in the Office Hero Manager app, which is in testing, and goods can be received only against an order that has been sent. Goods receipts update the purchase order but not stock levels.
04FAQ
Questions about purchasing and bills
Not answered here? Write to [email protected]. A person from our team in Skopje replies, Monday to Friday, 09:00–17:00 CET.
Do bills need approval before they post?
Yes. A bill is captured as a draft and waits in the approval inbox. Approving it posts it to accounts payable; rejecting it takes it out of the queue but keeps it on record.
Can I pay several bills from one supplier at once?
Yes. Enter the amount leaving the bank once and split it across the supplier's open bills. The journal posts in the same step.
Can a bill be overpaid?
No. Finance Hero refuses any payment or allocation above a bill's outstanding balance, and the allocations of a supplier payment must add up to its amount.
Can I keep the supplier's original invoice?
Yes. Attach the supplier's PDF to the bill, next to the supplier's reference, the received date and the exchange rate. Uploads are virus-scanned.
Do goods receipts change stock levels?
No. A goods receipt records the quantities received against the purchase order and moves the order to partially received or received. Stock levels are adjusted separately, for example with a stocktake.
Can I e-mail a purchase order to the supplier?
Sending a purchase order to the supplier by e-mail is part of the Office Hero Manager app, which is in testing and not yet in the stores. An order has to be sent before goods can be received against it. On the web you create orders and record goods receipts for orders that have been sent.
Can suppliers see their bills?
Suppliers who sign in to Office Hero Connect see what you still owe them, based on the bills you have recorded, and what is coming due. The full list of their bills and their monthly statements are enabled on request. Office Hero Connect is included with Finance Hero.
Which package includes purchase orders?
Bills, the approval inbox and supplier payments are in both Finance Hero packages. Purchase orders and goods receipts come with Professional, at €59 per company per month with 10 users, excluding VAT.
See purchasing in Finance Hero
Book a demo and we will walk you through purchase orders, bill approvals and supplier payments.