---
title: Create a purchase bill
summary: Enter a supplier's bill, choose the purchase orders and the period, check the delivery receipts and amounts, add debit and credit notes, and save.
order: 1
menu: Accounts > Purchase Bills
route: /bills/make
who: People who have the Add Purchase Bills permission. Editing a saved bill needs Edit.
---

You create a purchase bill to check a supplier's bill against what the site received. The form fills the lines from approved delivery receipts, so you do not type quantities or rates for goods that came against a purchase order.

For example, Alder Steel Works sends bill number 1042 for deliveries made from 1 October to 31 October 2026. You create a bill for that supplier, choose its purchase order and that period, and check that the lines match the supplier's paper bill.

![The top of the purchase bill form. Mark 1 is Supplier. Mark 2 is Purchase Order(s). Mark 3 is Bill Period. Mark 4 is Bill Date. Mark 5 is Invoice Document.](../media/purchase-bill-form-supplier.png)

## Before you start

- Select the project at the top of the screen.
- The supplier's purchase order must be approved.
- The delivery receipts (material deliveries, labour records or equipment receipts) must be approved. See [Material deliveries](../material-delivery/index.md).
- Each delivery receipt must have a date inside the bill period.
- A delivery receipt that is already on another bill does not appear.

## How to create a purchase bill

1. Open **Accounts** in the left menu and click **Purchase Bills**.
2. Click **New purchase bill**.
3. In **Supplier**, choose the supplier (mark 1). This field is required.
4. In **Purchase Order(s)**, choose one or more purchase orders of that supplier (mark 2). The list shows only orders that the supplier can still bill.
5. Check **Bill Period** (mark 3). Superwise fills the start date and the end date when you choose the orders. You can change them. Neither date can be in the future.
6. In **Bill Date**, enter the date printed on the supplier's bill (mark 4). This field is required. It cannot be in the future.
7. In **Bill No**, type the number printed on the supplier's bill. It takes up to 50 characters.
8. In **Due Date**, choose the day the payment is due.
9. In **Notes**, type a message for the supplier. In **Comments**, type a remark for your own company. Neither is required.
10. Under **Invoice Document**, click **Choose** and attach a picture or a PDF of the supplier's bill (mark 5). The file can be up to 10 MB.
11. Scroll to **Bill details**. The lines fill by themselves. See the next section.
12. Check the **Summary** box on the right. Change **Round off** if the supplier's total has a few coins of difference.
13. Click **SAVE**. The bill is saved as **Pending**.

If a message in a red box lists problems, such as **Supplier is required**, click the message to go to the field.

## How to check the bill lines

![The Bill details section. Mark 1 is Add New Row. Mark 2 is Sync Pending Debit / Credit Notes.](../media/purchase-bill-form-items.png)

The **Bill details** section is locked until you choose a **Supplier**. Superwise loads the lines when you choose the supplier, the orders and the period. Each line is one resource, with its **Quantity**, **Rate**, **Tax** and **Amount**.

1. Look at the **Quantity** of a line. Next to it is a small number with a ruler icon. It is the count of delivery receipts on that line.
2. Click that number. A box titled **Receipt Selection** opens. It lists the delivery receipts for that resource, with **Receipt Date**, **Receipt No.**, **Created By**, **Approved By**, **Quantity**, **Vehicle No.**, **Rate** and **Tax**.
3. Tick the receipts that this bill covers. Remove the tick from the receipts that belong to a later bill.
4. Click **Save** in the box.
5. If the supplier billed a different tax on a line, choose it in **Tax**. The **Amount** changes.
6. To add a resource that has no purchase order, click **Add New Row** (mark 1). Choose a **Resource Category** and a **Resource**, then fill **Quantity** and **Rate**. A row you added yourself can be removed with the delete button at its end.

The **Rate** of a line that comes from a purchase order is the rate in that order. You cannot change it here.

## How to add debit and credit notes

A debit note reduces what you pay the supplier, for example for damaged goods. A credit note increases it. See [Debit and credit notes](../debit-credit-notes/index.md). You see this section only if you have the View permission on Debit / Credit Notes.

1. Scroll to **Debit / credit notes**.
2. Click **Sync Pending Debit / Credit Notes** (mark 2). Superwise lists the approved notes of this supplier and project that are not on another bill.
3. To remove all of them from the bill, click **Delete All**.

The **Summary** box shows **Debit / credit notes net** and **Debit / credit notes tax**. The **Total amount** is the bill amount plus tax, minus the notes, plus **Round off**.

## What the fields mean

| Name | What it means |
| --- | --- |
| **Supplier** | The company that sent the bill. Required. You cannot change it after the bill is saved. |
| **Purchase Order(s)** | The orders this bill covers. A bill can cover several orders of the same supplier. |
| **Bill Period** | The first and last day of the deliveries that you bill. |
| **Bill Date** | The date on the supplier's bill. Required. |
| **Bill No** | The number on the supplier's bill. |
| **Due Date** | The day the payment is due. |
| **Notes** | A message marked "For supplier use". |
| **Invoice Document** | The file of the supplier's bill. |
| **Comments** | A remark marked "For internal company use". |
| **Round off** | A small amount that you add or subtract so the total matches the supplier's bill. |

## Rules to know

- A bill must have at least one line. A line must have a quantity and a rate above 0.
- The **Total amount** must be above 0.
- Two lines cannot be the same resource.
- All the receipts you tick on one line must have the same rate and the same tax. Otherwise the box shows **All challans do not have same rate** or **All challans do not have same Tax**.
- You must tick at least one receipt in the box. Otherwise it shows **Challan selection is compulsory**.
- You cannot add a debit or credit note that is **Pending** or **Rejected**.
- A saved bill is **Pending**. An edit sends it back to **Pending**.

## If something goes wrong

| What you see | What to do |
| --- | --- |
| **Supplier is required** | Choose a supplier. |
| **Bill Details cannot be empty** | Choose a purchase order and a period, or click **Add New Row**. |
| The order is not in **Purchase Order(s)**. | The order must be approved, and it must belong to the supplier and the project. |
| A delivery receipt is missing in **Receipt Selection**. | The receipt is not approved, its date is outside **Bill Period**, or it is on another bill. |
| **Duplicate Bill Details found on Row No(s)** | Two lines have the same resource. Remove one. |
| **Bill Amount cannot be less than or equal to 0 (zero)** | Check the quantities, the rates and the notes. |

## Related pages

- [Purchase bills](index.md)
- [Purchase orders](../purchase-order/index.md)
- [Material deliveries](../material-delivery/index.md)
- [Debit and credit notes](../debit-credit-notes/index.md)