PO Bills (Vendor Invoices)

Register and process the financial invoices sent by your suppliers.

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The 3-Way Match

Before the hospital pays a vendor, the system enforces a strict accounting control known as the 3-Way Match. It ensures that:

1. What you ordered (The Purchase Order)
2. Matches what you received (The GRN)
3. Matches what you are being charged for (The PO Bill)

Logging a Bill

When the vendor's invoice arrives (either physically with the delivery or later via email):

• Go to PO Bills and click Log Bill.
• Select the GRN it relates to. The system will calculate the expected total based on the received quantities.
• Enter the Vendor's physical Invoice Number and Date for tax compliance.
• Add any additional freight or shipping charges.

Payments

Once the bill is logged and approved, it moves to an "Unpaid" state. The Finance team can then issue checks or bank transfers and log the Payment Receipts against this bill to close the loop.