Invoices & Payments — Purchasing — Workspace
Invoice approval workflow with payment tracking and aging analysis.
Overview
The Invoices & Payments app manages vendor invoices from
receipt through approval to payment. It provides a structured approval
workflow, supports partial payments, and offers aging analysis to help you
monitor outstanding liabilities. Every invoice is linked back to its source
— Purchase Order, GRN, contract, or milestone — ensuring a
complete financial audit trail.
[screenshot: The invoices dashboard showing a list with amounts, statuses, and aging indicators]
Creating an Invoice
When a vendor submits an invoice, record it in the system:
Invoice number — auto-generated in the format
INV-XXXX for internal tracking.
Vendor invoice reference — the vendor's own
invoice number for cross-referencing.
Linked records — connect the invoice to the
relevant Purchase Order, GRN, contract, or contract milestone.
This traceability is critical for three-way matching
(PO ↔ GRN ↔ Invoice).
Line items — add individual line items with
descriptions, quantities, unit prices, and PO line item mapping. This
enables item-level verification against what was ordered and received.
[screensho…