Supplier Invoices

Supplier invoices record what you owe to each supplier. FlexotiumPOS tracks every invoice from the moment it's captured to final payment, with a full audit trail.

Invoice statuses

| Status | Meaning | |--------|---------| | Draft | Created but not submitted for approval | | Pending Approval | Submitted and awaiting manager review | | Approved | Approved; goods received or due to receive | | Paid | Payment marked as complete | | Disputed | Flagged for supplier resolution | | Voided | Cancelled; no movement created |

Creating an invoice manually

  1. Go to Purchasing → Invoices → New Invoice
  2. Select a Supplier (or create a new one)
  3. Set the Invoice Date, Due Date, and Invoice Number
  4. Add line items — each line references a product in your inventory
  5. Confirm the total matches the physical invoice
  6. Click Save as Draft or Submit for Approval

Importing from a purchase order

If a purchase order was previously raised in the system:

  1. Go to New Invoice and click Import from PO
  2. Select the relevant PO — line items are pre-populated
  3. Adjust quantities to match actual goods received (partial GRN is supported)
  4. Submit for approval

OCR capture

The fastest way to enter a supplier invoice is via OCR — photograph or upload the PDF and let the AI extract the data. See the OCR Intake guide.

Paying an invoice

Once an invoice is approved, it moves to the payment queue. To record payment:

  1. Open the invoice
  2. Click Record Payment
  3. Enter the payment date, amount, and method (bank transfer, BACS, etc.)
  4. Add a reference (e.g. bank transaction ID)
  5. Save

The invoice status changes to Paid and the record is locked.