PO → Receive → Vendor Invoice → Pay Bill #

The vendor-side mirror of the sales cycle:
order goods, receive and bill them, pay the bill. It’s the same shape as selling
— a no-GL commitment, then the entry that moves the GL, then the cash entry — run
in reverse.

One thing to get straight up front, because it differs from some other systems:
in Bizuno, “receiving” and “entering the vendor invoice” are the same step.
There is no separate goods-received-not-invoiced (GRNI) accrual. The Purchase
entry (jID=6) brings the stock onto the shelf and records the payable, in one
posting.

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The cycle at a glance #

   ┌──────────────┐  convert   ┌────────────────────┐   apply    ┌──────────────┐
   │ Purchase     │ ─────────▶ │ Purchase /         │ payment    │ Pay Bills    │
   │ Order        │            │ Vendor Invoice     │ ─────────▶ │              │
   │ jID=4        │            │ jID=6              │            │ jID=20       │
   │ (no GL)      │            │ (receive + book AP)│            │ (pay the AP) │
   └──────────────┘            └────────────────────┘            └──────────────┘

Three GL-relevant events, not four — the “receive” in the page title lives
inside the Purchase entry.

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Step 1 — Purchase Order (jID=4) #

What it is. A commitment to buy — your order to the vendor. No General
Ledger impact. You don’t owe anything yet and nothing has arrived.

What it does track. Saving a PO increments the item’s qty_po
(“quantity on order”), so the inventory reorder math knows more is coming and
you don’t double-order. Stock-on-hand doesn’t change.

Where in the UI. Vendors → Purchase Orders → New.

It’s jID=4, not jID=7. If you’re reading report SQL or custom code:
Purchase Order is journal 4. jID=7 is a Vendor Credit. (An earlier draft
of this page had that wrong.) See
The journal_id taxonomy.

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Step 2 — Purchase / Vendor Invoice (jID=6) #

This is the entry that does the work: it receives the goods and books the
payable at the same time. When you enter the vendor’s bill (converting from the
PO, or from scratch), Bizuno:

• Adds the received quantity to qty_stock and lays down a cost layer in
  inventory_history at the purchase price — this is the “receive.”
• Books the payable to Accounts Payable.

GL impact (a stocked item):

Line	Debit	Credit
Inventory receipt	Inventory (item’s gl_inv)	—
Payable	—	Accounts Payable

A $1,000 purchase of stock posts:

  Dr  Inventory              1,000.00
        Cr  Accounts Payable       1,000.00

For a non-stock or expense purchase (a service, a utility bill, office
supplies), the debit goes to the expense/asset account on the line instead of
inventory — but the credit is still AP:

  Dr  Office Supplies Expense  240.00
        Cr  Accounts Payable        240.00

Where in the UI. Vendors → Purchases (Invoice) → New, or convert from the
PO.

Why there’s no “accrued receipts” line. Some ERPs receive stock into a GRNI
holding account first (Dr Inventory, Cr Accrued-Receipts), then clear it when
the invoice arrives (Dr Accrued-Receipts, Cr AP). Bizuno does not — it has
no GRNI account and posts straight to AP. If you’re coming from a system that
does two-step receiving, don’t go looking for the accrual account; the single
Purchase entry is the receipt.

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Step 3 — Pay Bills (jID=20) #

What it is. You pay the vendor. Recorded against their open bill(s).

GL impact:

Line	Debit	Credit
Settle AP	Accounts Payable	—
Cash out	—	Bank account

  Dr  Accounts Payable       1,000.00
        Cr  Checking Account       1,000.00

Where in the UI. Vendors → Pay Bills. The screen is built for volume:
filter to bills due by a date and pay many at once, and it supports ACH
for vendors who have bank details on file (the ach_* fields on the contact).

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Common variations #

Receiving without a PO #

Plenty of bills arrive with no PO behind them — a walk-in purchase, a recurring
utility, a one-off. Just enter the Purchase (jID=6) directly. The GL is identical;
you simply skip Step 1.

Immediate cash purchase #

Paid at the counter, no payable in between? Use Point of Purchase (jID=21),
which combines the purchase and the payment:

  Dr  Inventory (or Expense)   240.00
        Cr  Cash                     240.00

No AP is created and there’s no Pay Bills step.

Drop-ship #

For goods shipped straight from your vendor to your customer, a drop-ship PO can
be created from the sales order rather than received into your own stock — the
inventory never makes a physical hop through you. It’s a deliberate action from
the order, not the default path.

Vendor credit / return to vendor (jID=7) #

Returning goods to a supplier, or taking a credit from them, is a Vendor
Credit (jID=7) — the mirror of the Purchase. It pulls the returned stock back
out of inventory and reduces AP:

  Dr  Accounts Payable         150.00
        Cr  Inventory                150.00

A word on “three-way match” #

Bizuno links a PO to its Purchase (so converting carries the lines over) and
you can adjust received quantities on the Purchase, but it does not perform an
automated three-way match — it won’t flag a quantity or price discrepancy between
PO, receipt, and invoice for you. Reconciling “what we ordered vs. what we got vs.
what they billed” is a manual review.

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Common gotchas #

• A PO doesn’t change your books or your stock-on-hand. Only qty_po moves.
  If you’re waiting for the inventory asset to go up, that happens at the Purchase
  (Step 2), not the PO.
• Receiving is invoicing here. There’s no separate receipt to post — if the
  goods are on the shelf in Bizuno, you’ve already booked the payable. Don’t look
  for a GRNI balance to clear at month-end; there isn’t one.
• Pay Bills settles AP; it is not where the expense is recognized. The cost
  hit the books at the Purchase. Paying the bill just moves money from AP to cash.

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Related #

• Quote → SO → Invoice → Payment → Deposit — the customer-side mirror of this cycle
• The journal_id taxonomy — jIDs 4, 6, 7, 20, 21 in context
• Inventory types and COGS — which purchases land in inventory vs. expense
• Returns and credit memos — the vendor-credit side in full