Check supplier invoices, approve and record payment
Invoice entry, verification, approval and payment are separate steps. A delivery can be linked to its invoice so quantities and costs can be compared without entering stock twice. Recording a payment documents settlement; it does not automatically send money from your bank.
Reviewed 7 October 2026
Who this is for
Stock staff create permitted invoices; finance/authorized approvers review and settle them.
Before you begin
Have the supplier document, invoice number/date, line quantities/costs, tax as stated and linked delivery/order references.
1Create and reconcile an invoice
- Open Supplier invoices and New invoice. Select the supplier and enter the original invoice number and date.
- Choose the related delivery and purchase order when applicable. Add lines, quantities, prices and stated tax; review totals against the document.
- Save, then open invoice details and the comparison/variance information. Check the supplier, quantities and costs before verification.
- Use Verify, Dispute or Approve according to your role and the evidence. If a variance exception is allowed, enter the required explanation.
An invoice has a documented review state and its differences are visible.
2Record a real settlement
- Open the approved/eligible invoice and Record payment. Enter the amount actually paid, method, date, reference and notes.
- For cash, select the actual funding scope/station requested. Do not label a bank transfer as cash or use another station’s cash by convenience.
- Save once and confirm payment history and the remaining balance. Partial payments leave a balance outstanding.
- Use aging to prioritize overdue balances and reconciliation to investigate mismatches. Do not clear an overdue status with an invented payment.
The invoice’s payment history matches supported settlements.
A practical example
An invoice for 3,000,000 FCFA paid 1,000,000 now and 2,000,000 later requires two actual payment records. Approval alone leaves the full amount unpaid.
If something goes wrong
The invoice is disputed
Resolve the supplier/document difference before approval or payment according to your organization’s policy.
A payment looks duplicated
Compare references, dates and payment history before entering anything else; escalate the duplicate through the authorized review process.
Open the relevant screen
Sign in with your own account. Your permissions still apply.
Open the relevant screen →