Vendor Invoices Overview
Vendor Invoices are created automatically when you receive parts from a vendor on a purchase order into your inventory or Work Order for special order parts.
How Vendor Invoices Are Created
1. Receiving Special Order Parts
Receiving a special order part on a work order creates a vendor invoice. This will not be added to your inventory.
2. Receiving Inventory Parts
Receiving items from a Purchase Order also creates a vendor invoice entry.
In both cases:
Invoice details include:
Vendor invoice number
Items received
Quantity
Cost
Linked work order or PO
Why Vendor Invoices Matter
Vendor invoices allow the shop to:
Trace warranty claims
“If there’s a warranty issue… you can call the vendor with your invoice number.”
Track purchase costs
See what you paid
View historical costs
Confirm correct billing
Manage vendor accounts payable
Open invoice = money owed
Paid invoice = moved to payment history
Unpaid Vendor Invoices
In Vendors → Unpaid Invoices, you can see every vendor bill the shop still owes.
You can:
Select multiple invoices
Make a single payment covering all of them
Apply partial payments when needed
Making a Vendor Payment
Select one or more vendor invoices.
Click New Payment.
Enter:
Payment method
Payment amount
Date
Submit the payment.
Vendor payments appear under Vendor → Payments.
FAQ:
Q: Can I reverse/delete/edit a vendor invoice once it is received?
A: Currently, we do not have the option to reverse/delete/edit a vendor invoice but we will soon! For now, please ensure that your accounting system is correct for you payables.
Q: Can I delete a vendor?
A: Currently, you can only delete a vendor if no orders have been created for them to protect the history of those orders. In the future you will have the ability to mark them as inactive to remove them from your view in dropdowns but keep the history.