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Purchasing

Vendor Invoices (AP)

Record an invoice from a vendor, link it to the PO that originated it (if any), then pay it down with one or more payments. Vendor invoice balances roll up into Accounts Payable.

A vendor invoice is the bill the vendor sends you for goods or services. Recording it in JewelTrak creates an Accounts Payable entry and lets you track what you owe per vendor and the aging of each bill.

If the vendor invoice is for a Purchase Order you already received, link the two — receiving moves the items into inventory, the vendor invoice tracks the financial obligation.

Recording a new vendor invoice

  1. Go to Vendor Invoices → + New.
  2. Pick the vendor.
  3. Enter the vendor’s Invoice Number, Invoice Date, and Due Date (or terms — Net 30 etc.).
  4. Enter the total amount.
  5. Optionally link to a PO if there is one. Linking auto-pulls the line items.
  6. Save.

The invoice is now in Open status with a balance equal to the total. It appears on the Accounts Payable list.

Paying a vendor invoice

When you cut a check, send a wire, or pay by card:

  1. Open the vendor invoice.
  2. Click + Payment.
  3. Enter payment amount, payment date, payment method (check, wire, card), and reference number (check number, transaction ID).
  4. Save.

The invoice’s balance decreases by the payment amount. When the balance hits $0 it moves to Paid status.

You can also pay multiple vendor invoices with a single payment from the vendor’s contact page (apply oldest-first or by manual selection).

Vendor balances and aging

The Accounts Payable page shows total open balance per vendor, with aging buckets (current, 30, 60, 90+). Click a vendor to see the open invoices contributing to that balance.

The Vendor Aging report exports the same data for accounting purposes.

Tips

  • Always link the vendor invoice to its PO (when there is one) so receipt verification can spot discrepancies — vendor billed for 10 but you received 8, etc.
  • Set a sensible Due Date at entry time; aging is computed off that date and drives the cash-flow planning view.
  • For credits from a vendor (return credits, billing errors), enter a negative-amount vendor invoice — it offsets the open balance.
  • The Vendor Performance report (when shipped) will track on-time delivery and pricing against POs.