Last updated on September 28th, 2023
Once you have created a purchase order (refer to Create Purchase Orders for more information), you can raise a supplier bill for the PO so it can actually be paid for. You have two options to do this:
Of these two options, we will be looking at how to raise supplier bills from Gojee first.
You can use Gojee to raise a supplier bill to close out the purchase order. This will mark the purchase order as complete and the supplier bill will be sent into Xero.
To get started, navigate to the Reports > Purchase Orders page:
You will be presented with the supplier bill page:
The numbered items in the image above are described below:
Once complete, the purchase order will be updated to either “Billed” or “Partially Billed” and a supplier bill transaction will be pushed through to Xero.
Navigate to the Supplier Bill list page to see a list of all the supplier bills raised in Gojee and Xero. You have the option to view reconciled and unreconciled Supplier Bills, view them in Xero, as well as to view the PDF generated for them. Supplier bills will be synced from Xero via the overnight sync – but system administrators may trigger this sync on demand.
By clicking any of the lines for bills you have reconciled, you will be able to see the reconciled amounts of each item as well as which purchase order it was reconciled against.
From the Unreconciled tab, you will be able to see the list of Supplier Bills that have yet to be reconciled. Clicking the three dots will open the Bill Actions menu for that Supplier Bill:
At present, there are the options to Reconcile or to Mark as Reconciled.
Clicking Reconcile, or clicking the row the bill is on, will take you to the Reconcile Supplier Bill page.
For each line item, you can reconcile it against a purchase order item, a job, or an inventory item. You can also treat it as a non-job cost by just marking it as reconciled.
Negative amounts and description lines cannot be reconciled against anything and can only be marked as reconciled within the system.
When the bill is fully reconciled, it will go into the Reconciled column in the Supplier Bill list. You can click the item to view the summary of its reconciliation at any time.
If there is only one open purchase order from this supplier, setting a line as a Purchase Order Item will automatically select that purchase order. Otherwise, clicking the chevron next to the “Match your purchase order items with Gojee” header will allow you to fill all current “Purchase Order Item” lines with the chosen PO.
In this case, we have a match – the GL account and the amount match. In this case, there is already a Goods Receipt for this order. As this item is a match, clicking Save will reconcile this Supplier Bill.
In the case of multiple goods receipts, each will appear sequentially. In the case where the amount or GL account does not match, the fields will be highlighted in red.
Job costs can be reconciled against untracked items. You will have the options of reconciling against existing untracked and single-use items already in use on the BOM or have the option to add a new single-use item to stand in for the job cost.
Adding a new single-use item will generate a new item on the Record Consumables page to absorb the costs of the reconciled SB entry.
When reconciling against an existing job item, note that the item will appear as a manually added item in the Record Consumables page to differentiate it from regular item consumption:
In the case of reconciling against an inventory item, the costs will be added to the cost of an inventory item. This can be used to add landed costs and distribute them across various items in a purchase order.
The above image is a fairly standard use case for this – matching a supplier bill to a purchase order with freight fees included that we want to distribute. Let’s look a little closer at some of the specifics of this situation.
If we wish to distribute the cost across more items, any of the items can be added from the dropdown at the top – they need not be related to the other items on the bill.
© Copyright 2025 Gojee App | Privacy