How suppliers connect to bills

Supplier bills are amounts your business owes or has been charged by suppliers. Bills can be linked to bill-only suppliers or to suppliers that are used for both stock and bills.

What linked bills mean

• A bill can be connected to a supplier.
• The supplier list can show how many bills are linked to each supplier.
• The supplier card can show Bills total and Bills outstanding.
• The supplier profile can show a Linked bills section.
• The supplier profile can show whether deletion is blocked because bills are linked.

Bill-only suppliers and bills

• Bill-only suppliers are for non-stock bills and payables.
• Examples include rent, electricity, water, internet, transport, repairs, cleaning, security, accounting, and other services.
• These suppliers may have linked bills and outstanding balances, but they do not need inventory stock value.
• This keeps rent, utilities, and services separate from inventory suppliers.

Stock suppliers that also have bills

• Some stock suppliers also need bill tracking.
• For example, a wholesaler may supply stock and allow payment later.
• A supplier may also charge delivery, send monthly statements, or have unpaid purchase balances.
• In this situation, use Stock and bills instead of Stock supplier only.

How to link a bill to a supplier

• Open Bills from the Business page.
• Create or edit a bill.
• Choose the correct supplier.
• Enter the bill details, date, due date, items, amount, and payment status.
• Save the bill.
• The supplier record will now show the linked bill information.

What Bills total means

• Bills total is the total value of bills connected to that supplier.
• It helps you see how much business activity has been recorded against that supplier.

What Bills outstanding means

• Bills outstanding is the amount still due to that supplier.
• This helps you know who still needs to be paid.
• If this value is high, review the supplier’s linked bills and payment records.

Why this helps

• You can see what your business owes by supplier.
• You can avoid forgetting unpaid bills.
• You can track part-paid bills.
• You can identify suppliers with frequent outstanding balances.
• You can manage stock suppliers and service providers without mixing their roles.

Example

• If Delivery Service Are Us has two linked bills and KSh 20,100 outstanding, the supplier profile makes it clear that this bill supplier still needs attention.
• If Kiambu Whole Suppliers provides stock and also has unpaid stock purchase bills, mark that supplier as Stock and bills so Bizwazi can show both linked inventory and linked bills.