The vendor page, invoices and ledger
Learn the vendor page where you keep a vendor's invoices and ledger, with the invoice list, search, status filter, every column and every button explained.
Before you start
What this page does
Each vendor has a page with two tabs. Invoices lists every bill you entered for the vendor, with the buttons to confirm, pay, view and cancel. Ledger shows every entry that changed what you owe the vendor, with a running balance.
Where to find it
Go to Vendor Management > Vendors and press the vendor's name or Manage. The top of the page shows the vendor's name, type, PAN, TDS section and Active or Inactive. Edit opens the vendor form, and Back to Vendors returns to the list.
The Invoices tab
Find an invoice
Type an invoice number or voucher number in Search by invoice no or voucher…. Use the status box beside it to show All, Pending, Confirmed, Paid or Cancelled.
Read the row
Each row shows the invoice number, date, due date, the journal voucher number, the gross amount, the TDS and the net amount, as explained below.
Use the buttons
The icons and buttons at the end of the row depend on the status.
Columns
| Column | What it shows |
|---|---|
| Invoice No | The number on the vendor's bill |
| Date | The invoice date |
| Due Date | When the vendor expects payment, or a dash |
| JV/Voucher | The journal voucher number made when the invoice was confirmed. Press it to see the entries. Empty while Pending. |
| Gross ₹ | The full invoice amount, including GST |
| TDS ₹ | TDS held back from the vendor, or a dash |
| Net ₹ | What you actually pay the vendor: gross minus TDS |
| Status | Pending, Confirmed, Paid or Cancelled |
Buttons on each row
| Button | Shown when | What it does |
|---|---|---|
| Eye | Always | Opens the invoice details |
| Pencil | Pending only | Edits the invoice |
| Confirm | Pending only | Posts the invoice to the books, see Confirm and pay |
| Pay | Confirmed, with an amount still unpaid | Records a payment |
| Bin | Not Cancelled | Deletes a Pending invoice, or cancels a posted one with a reason |
The Ledger tab
The ledger is the vendor's account. It shows what the society owes and has paid.
| Column | What it shows |
|---|---|
| Date and Voucher | The entry date and its voucher, for example JV-000008 for the invoice and PV-000009 for a payment |
| Narration | What the entry was for |
| Debit ₹ | Money that reduces what you owe: TDS held back, and payments made |
| Credit ₹ | Money you owe the vendor: the invoice amount |
| Balance ₹ | The running total. Cr means you still owe the vendor. Dr means you have paid more than you owe. |
In the example, the invoice credits ₹36,000. The TDS of ₹720 is deducted from what you owe, so ₹35,280 remains. Two payments then bring the balance to zero.
Common mistakes and questions
How much do we owe this vendor? Look at the last Balance on the Ledger tab. A Cr balance is the amount still to pay.
The Pay button is gone. The invoice is Pending (confirm it first), Paid, or Cancelled.
I cannot find an invoice I made. Set the status box to All and clear the search.