A supplier bill can store vendor, supplier invoice number, bill date, due date, currency, tax, total, amount paid, amount due, memo and internal notes. It can also point to the purchase order and goods receipt behind the purchase.
The save process checks that the supplier matches the linked PO and receipt and rejects duplicate supplier invoice numbers for the same vendor when the existing bill is not void.
New or edited supplier bills are saved as drafts with a pending approval state. Approval records who approved the bill, when and any approval notes.
The current AP controls default to requiring bill approval before payment can be applied. That means “bill entered” and “bill ready to pay” are not treated as the same event.
Lynka’s three-way match process evaluates the supplier bill against purchase-order and goods-receipt evidence. Bill products can be allocated to specific received quantities rather than relying only on text references.
The supplier bill shows whether the purchase order and receipt agree with the invoice, and surfaces the reason when they do not.
Three-way-match enforcement is an AP setting. When enabled, payment application can be blocked until the bill passes the match requirement.
The control is configurable because not every supplier bill has the same purchasing pattern. Bills without required receiving allocations can remain outside a forced match when the workflow does not call for one.
Lynka has received-not-billed logic that looks at posted goods receipts and identifies accepted quantities that have not yet been allocated to supplier bills.
The report can show supplier, PO, receipt date, received value, remaining quantity, due-date information and whether action is required. This is useful when the warehouse has the goods but Finance is still waiting for the vendor invoice.
Supplier payments can store vendor, date, method, reference, amount, bank account, currency, base-currency amount and clearance status.
Payment applications allocate amounts against bills, which allows full or partial settlement while the remaining payable stays open.
A/P Aging groups unpaid supplier bills by age as of the selected date.
The payables data also supports open and overdue counts and values, so Finance can distinguish future obligations from bills that are already late.
Bills support transaction currency, the exchange rate used and the base-currency subtotal, tax and total. Supplier payments also support base-currency amounts.
If historical exchange-rate evidence is missing for a foreign-currency bill, the save logic can flag that exception instead of inventing a base value.
Supplier bills can create a journal entry when they are posted, using account information from the bill, products and accounting mappings.
For stocked items, Lynka can require a posted goods receipt before the supplier bill is approved or posted, so Finance does not treat undelivered stock as received inventory.
AP controls also include an optional segregation-of-duties setting around supplier payments.
That gives a growing team a path to stronger purchasing and payment controls without forcing every small workspace into the same approval model.
Accounts Payable gets risky when the invoice is treated as proof by itself. Lynka keeps the supplier bill beside the purchase order, warehouse receipt, approval decision and payment history so Finance can check the obligation before cash leaves the business.
Yes. A bill can reference both the purchase order and posted goods receipt, and bill quantities can be allocated against receipt products.
