> ## Documentation Index > Fetch the complete documentation index at: https://help.kuverbooks.com/llms.txt > Use this file to discover all available pages before exploring further. # 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 Defines purchase intent, including supplier, requested products, quantities, pricing, and approval for the spend. Confirms that goods were physically received and verified at the warehouse. Inventory is updated after GRN approval. Records the supplier invoice as a payable entry. It links back to the GRN and Purchase Order for traceability. 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 Start by creating a Purchase Order for the supplier and getting it approved. When goods arrive, create and approve a Goods Received Note to confirm delivery and update inventory. Create a Purchase Bill from a GRN, from a Purchase Order, or as a manual entry depending on your workflow. Submit the bill for review. An authorized user verifies the billing details and approves the bill. Once approved, record a full or partial payment against the bill to reduce the outstanding supplier balance. The bill is marked as **Completed** when the full payable amount has been settled. ## Purchase Bill statuses The bill has been created but not submitted for approval. Fields are typically editable in this state. The bill has been submitted and is waiting for review by an authorized user. The bill has been verified and approved. Payment processing becomes available and financial values are locked for accuracy. A payment has been recorded against the bill, but the full amount has not been settled. Additional payments can still be made. Full payment has been recorded and the bill lifecycle is closed. The bill has been cancelled and excluded from active financial processing. The record remains visible for audit and reference. ## Access Purchase Bills Go to the left navigation panel and click **Purchase**. 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 Unique system-assigned purchase bill number. Supplier linked to the bill. Current workflow or payment status. Date the supplier invoice was recorded. Payment due date for the bill. Total bill amount. 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. Go to **Purchase > Purchase Bill**. Click **New Purchase Bill**. Select the supplier, bill date, payment due date, and warehouse. Add reference fields to link the bill to existing purchase records. Add products manually or use bulk selection to add multiple items. Confirm subtotal, discounts, taxable amounts, VAT, and final bill total. Click **Save as Draft** to save without submitting, or **Save Purchase Bill** to submit for approval. ## Bill information 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. **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 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 Search for products by name or code and select them individually. Enter the quantity and rate per item. The line total calculates automatically. Click **Add Items in Bulk** to select multiple products. Search and browse the available product list. Review selected products, adjust quantities, remove items, or clear all selections. 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. Sum of all line items before discounts. Total item-level and bill-level discounts. Amount subject to VAT. Amount not subject to VAT. Calculated tax 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. ## Upload a bill for scanning From the Purchase Bill listing, click **View Scanned Bills**. Click **Upload Bills to Scan**. Upload a **PNG** or **JPEG** image of the supplier invoice and select the receiving warehouse. Save the upload. The bill appears in the **Ready for Process** tab. Supported image format. Supported image format. Maximum file size. ## Process a scanned bill From the **Ready for Process** tab, click the uploaded bill to open it for review. Kuvera Arc uses OCR to extract and pre-fill bill fields. Manually enter or correct fields the OCR could not read accurately. 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 Go to **Purchase > Purchase Bill**. Locate the record in the listing table using status tabs or supplier name search. Click the **Action** icon on the bill row. Purchase bill ID, creation date, due date, creator, supplier, GRN reference, payment terms, and supplier invoice reference number. 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. Modify bill details when editing is allowed, usually in **Draft** or restricted **Pending** states. Changes are revalidated before saving. 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. Verifies and approves the bill. When approved: * Bill status changes to **Approved** * Payment processing becomes available * Financial records are locked for accuracy 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. 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. From the Purchase Bill listing, open a bill with **Approved** or **Partially Paid** status. Click **Convert to Payment** or **Record Payment** from the bill actions menu. Confirm the supplier details, bill reference number, payable amount, and outstanding balance. Enter the amount being paid, either the full balance or a partial amount. Submit the payment to update the bill status and reduce the supplier payable balance. 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. 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. Find a specific bill by its number. Filter by invoice recording date. Filter by payment due date. Show bills with totals at or above this value. 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. Exports all purchase bill records in the system, regardless of active filters. Exports only the bills currently visible in the listing, including filtered results. Export purchase bills for spreadsheet use. Export purchase bills for document sharing. 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.