Record and Pay Supplier Invoices with Purchase Bills

Learn how to create, approve, and pay Purchase Bills in Kuvera Arc to record supplier invoices and manage payable balances with full traceability.

A Purchase Bill is the financial record that turns a verified goods receipt into a supplier payable entry. After a Purchase Order is approved and delivery is confirmed through a Goods Received Note, create a Purchase Bill to record the supplier invoice, confirm the payable amount, and begin the payment process.

Where Purchase Bills fit

Purchase Order

Defines purchase intent, including supplier, requested products, quantities, pricing, and approval for the spend.

Goods Received Note

Confirms that goods were physically received and verified at the warehouse. Inventory is updated after GRN approval.

Purchase Bill

Records the supplier invoice as a payable entry. It links back to the GRN and Purchase Order for traceability.

Supplier Payment

Clears the outstanding supplier balance through partial or full payment recorded against the approved bill.

The Purchase Bill is the financial control layer of the purchase workflow. It keeps billing connected to verified stock receipts and approved purchase records.

Purchase Bill workflow

1. Create and approve the Purchase Order

   Start by creating a Purchase Order for the supplier and getting it approved.

2. Receive and verify goods

   When goods arrive, create and approve a Goods Received Note to confirm delivery and update inventory.

3. Create the Purchase Bill

   Create a Purchase Bill from a GRN, from a Purchase Order, or as a manual entry depending on your workflow.

   New Purchase Bill form

4. Submit for approval

   Submit the bill for review. An authorized user verifies the billing details and approves the bill.

5. Record supplier payment

   Once approved, record a full or partial payment against the bill to reduce the outstanding supplier balance.

6. Complete the bill

   The bill is marked as Completed when the full payable amount has been settled.

Purchase Bill statuses

Draft

The bill has been created but not submitted for approval. Fields are typically editable in this state.

Pending

The bill has been submitted and is waiting for review by an authorized user.

Approved

The bill has been verified and approved. Payment processing becomes available and financial values are locked for accuracy.

Partially Paid

A payment has been recorded against the bill, but the full amount has not been settled. Additional payments can still be made.

Completed

Full payment has been recorded and the bill lifecycle is closed.

Void

The bill has been cancelled and excluded from active financial processing. The record remains visible for audit and reference.

Access Purchase Bills

Purchase Bill in the Purchase sidebar

1. Open Purchase

   Go to the left navigation panel and click Purchase.

2. Select Purchase Bill

   Click Purchase Bill from the Purchase menu.

The Purchase Bill Listing Page opens. Use status tabs to filter by All, Draft, Pending, Approved, Completed, or Partially Paid.

Purchase Bill listing

Purchase Bill Listing Page

Bill Number

Unique system-assigned purchase bill number.

Supplier Name

Supplier linked to the bill.

Status

Current workflow or payment status.

Bill Date

Date the supplier invoice was recorded.

Bill Due Date

Payment due date for the bill.

Amount

Total bill amount.

Action

Opens the Purchase Bill Details page.

The listing page provides visibility and navigation to bill records. It does not directly modify bill data.

Create a Purchase Bill

A Purchase Bill can be created from a GRN conversion, from a Purchase Order, or manually as a direct entry.

1. Open Purchase Bill

   Go to Purchase > Purchase Bill.

2. Click New Purchase Bill

   Click New Purchase Bill.

   New Purchase Bill button

3. Enter bill information

   Select the supplier, bill date, payment due date, and warehouse. Add reference fields to link the bill to existing purchase records.

   Purchase Bill information fields

4. Add billed products

   Add products manually or use bulk selection to add multiple items.

5. Review totals

   Confirm subtotal, discounts, taxable amounts, VAT, and final bill total.

6. Save the bill

   Click Save as Draft to save without submitting, or Save Purchase Bill to submit for approval.

Bill information fields

Required fields

Select Supplier — Supplier being invoiced.

Bill Date — Date of the supplier invoice.

Bill Due Date — Payment due date for this bill.

Warehouse — Warehouse associated with this purchase.

Reference fields

Purchase Code ID — Links this bill to a specific purchase record.

GRN Reference Number — Links this bill to the Goods Received Note it originates from.

Supplier Invoice Reference Number — Supplier’s invoice number for cross-reference.

Payment Terms — Agreed payment terms for this invoice.

Reference fields create traceability between the bill, goods receipt, and original Purchase Order.

Product line fields

Product Name — Product being billed. Search by product name or code.

Quantity — Billed quantity.

Rate per Item — Purchase rate per unit.

Discount — Item-level discount, if enabled for the product.

Total Price — Automatically calculated line total.

Reference fields such as GRN Reference Number and Supplier Invoice Reference Number make it easier to trace a Purchase Bill back to its source records.

Add products to the bill

Manual selection

Search for products by name or code and select them individually. Enter the quantity and rate per item. The line total calculates automatically.

Manual product entry on Purchase Bill

Bulk selection

Click Add Items in Bulk to select multiple products.

Left panel

Search and browse the available product list.

Right panel

Review selected products, adjust quantities, remove items, or clear all selections.

Bulk product selection for Purchase Bill

Discount handling

Products with discount enabled show an active discount field. Enter the discount as a percentage or fixed amount.

Products with discount disabled have the discount field greyed out, so no manual discount can be applied.

Bill totals

Kuvera Arc calculates totals automatically as products are added.

Subtotal

Sum of all line items before discounts.

Discount

Total item-level and bill-level discounts.

Taxable total

Amount subject to VAT.

Non-taxable total

Amount not subject to VAT.

VAT total

Calculated tax amount.

Total amount

Final bill value.

Purchase Bills support item-level discounts and bill-level discounts. Both are reflected in the final calculated amount.

Review supplier, bill date, due date, warehouse, products, quantities, discounts, taxes, and totals before submitting. Once submitted, the bill enters approval and editing becomes restricted.

OCR bill processing

Use OCR bill processing to upload scanned supplier invoices and extract bill data automatically.

Scanned Bills page

Upload a bill for scanning

1. Open scanned bills

   From the Purchase Bill listing, click View Scanned Bills.

   View Scanned Bills button

2. Start the upload

   Click Upload Bills to Scan.

3. Add the file and warehouse

   Upload a PNG or JPEG image of the supplier invoice and select the receiving warehouse.

   Upload Bills to Scan form

4. Save the upload

   Save the upload. The bill appears in the Ready for Process tab.

PNG

Supported image format.

JPEG

Supported image format.

100 MB

Maximum file size.

Process a scanned bill

1. Open the scanned bill

   From the Ready for Process tab, click the uploaded bill to open it for review.

2. Review extracted data

   Kuvera Arc uses OCR to extract and pre-fill bill fields.

   OCR extracted bill data

3. Correct any errors

   Manually enter or correct fields the OCR could not read accurately.

4. Submit the bill

   Click Submit to complete processing. The scanned bill moves to Completed status.

Always verify OCR-extracted data before submitting. Review supplier, product, quantity, rate, discount, and total fields for accuracy.

View Purchase Bill details

1. Open Purchase Bill

   Go to Purchase > Purchase Bill.

2. Find the bill

   Locate the record in the listing table using status tabs or supplier name search.

3. Open details

   Click the Action icon on the bill row.

   Open Purchase Bill details

Purchase Bill Details page

Bill basic details

Purchase bill ID, creation date, due date, creator, supplier, GRN reference, payment terms, and supplier invoice reference number.

Product and financial details

Product name, rate, quantity, discount, line total, subtotal, taxable totals, VAT, total amount, payment records, and outstanding balance.

The Purchase Bill Details page centralizes supplier information, product breakdown, payment history, and workflow status in one structured record view.

Purchase Bill actions

Actions are available from the Purchase Bill Details page based on bill status and user permissions.

Edit Purchase Bill

Modify bill details when editing is allowed, usually in Draft or restricted Pending states. Changes are revalidated before saving.

Duplicate Purchase Bill

Creates a copy of the current bill as a new Draft.

The duplicate carries over supplier details, products, quantities, pricing, and tax details. A new bill number is assigned, and the original bill remains unchanged.

Approve Purchase Bill

Verifies and approves the bill.

When approved:

• Bill status changes to Approved
• Payment processing becomes available
• Financial records are locked for accuracy

Convert to Payment

Starts payment processing for an approved bill.

Supplier details and bill data are auto-filled in the payment form. You can record a partial or full payment.

Void Purchase Bill

Cancels the bill and removes it from active financial processing.

When voiding:

• You must provide a reason
• The bill is excluded from workflow and payment processing
• The record remains visible for audit purposes
• A voided bill cannot be reactivated

Voiding is irreversible. Completed and void bills are excluded from active financial operations.

Record supplier payments

Once a Purchase Bill is approved, record payments against it to reduce the outstanding supplier balance.

A bill is eligible for payment when it has Approved status, is not void, and has an outstanding payable amount remaining.

1. Open an approved bill

   From the Purchase Bill listing, open a bill with Approved or Partially Paid status.

2. Start the payment

   Click Convert to Payment or Record Payment from the bill actions menu.

   Convert to Payment action

3. Review pre-filled data

   Confirm the supplier details, bill reference number, payable amount, and outstanding balance.

4. Enter the payment amount

   Enter the amount being paid, either the full balance or a partial amount.

5. Submit the payment

   Submit the payment to update the bill status and reduce the supplier payable balance.

Full payment

Clears the entire outstanding bill amount in one payment.

After full payment, the bill status changes to Completed and no remaining balance is carried forward.

Partial payment

Records part of the bill amount and leaves a balance outstanding.

After partial payment, the bill status changes to Partially Paid. You can record more payments until the full amount is settled.

Payment records are permanently linked to the Purchase Bill and become part of the supplier transaction history.

Filter purchase bills

Use Filter Data to narrow bill records.

Purchase Bill filter panel

Bill Number

Find a specific bill by its number.

Bill Date

Filter by invoice recording date.

Bill Due Date

Filter by payment due date.

Minimum Amount

Show bills with totals at or above this value.

Maximum Amount

Show bills with totals at or below this value.

Click Apply Filter to update the listing, or Clear to remove all active filters.

Export purchase bills

Use Export Data to download purchase bill records.

Export Purchase Bills panel

Full Export

Exports all purchase bill records in the system, regardless of active filters.

Current View Export

Exports only the bills currently visible in the listing, including filtered results.

XLSX

Export purchase bills for spreadsheet use.

PDF

Export purchase bills for document sharing.

CSV

Export purchase bills for data processing or integrations.

Exports reflect current filters and selected export scope. Exporting never affects bill records, workflow statuses, or payment data.