Record and Review a Supplier Invoice

Use a Purchase Invoice to record a supplier bill, confirm what was bought or received, post the amount to accounts payable, and make the invoice available for payment.

This guide covers invoices created from a Purchase Order or Purchase Receipt, direct invoices for expenses or services, tax and currency checks, submission, corrections, payment, and bank reconciliation. It also covers a supplier bill paid from a bank or credit card account in a different currency.

Before you start

Confirm the following before you enter the invoice:

The Supplier record exists and has the correct currency, tax settings, payment terms, address, and contact details.
The supplier invoice is legible and shows the supplier invoice number, invoice date, currency, line amounts, tax, and total.
Any required Purchase Order and Purchase Receipt are submitted.
You know whether the bill is for stock, an expense, a fixed asset, freight, or another charge.
You know the correct Expense Head, Cost Center, Project, warehouse, and tax treatment when these do not come from a source document.
Your organisation's approval rules are clear. Some sites use an approval workflow before submission.
You have permission to create and submit Purchase Invoices.
For a foreign-currency supplier, your finance administrator has confirmed Billing Currency and the Default Account for the correct Company in the Supplier's Accounts table. This workflow uses a payable account in the invoice currency. If your organisation uses a different approved account-currency setup, confirm the allocation currency before entering the payment.
The paying bank or credit card account is configured with its actual Account Currency. The Company has an Exchange Gain / Loss Account and Default Cost Center for any exchange difference.

Search the Purchase Invoice list before you start if there is any chance that the bill was already entered. A duplicate supplier bill can overstate expenses, tax, and accounts payable.

Choose the correct entry path

Situation	Recommended path	Why
Goods or services were ordered on a Purchase Order	Create the Purchase Invoice from the submitted Purchase Order	The supplier, items, rates, accounts, quantities, and source links are copied into the invoice.
Stock was physically received on a Purchase Receipt	Create the Purchase Invoice from the submitted Purchase Receipt	The bill stays linked to the actual receipt and avoids recording the goods twice.
The supplier bill is a direct expense or service with no Purchase Order	Create a new Purchase Invoice and enter the lines directly	This is suitable only when your purchasing controls allow direct invoices.
The invoice and stock receipt must be recorded together	Create a direct Purchase Invoice and tick Update Stock	Use this only when your process does not use a separate Purchase Receipt for the same goods.

Do not tick Update Stock when the goods were already recorded on a Purchase Receipt. That would record a second stock movement.

1. Create the draft from the source document

From a Purchase Order

Open the submitted Purchase Order.
Click Create.
Select Purchase Invoice.
Review the new unsaved invoice before you add supplier bill details.

This path is useful when the supplier invoices services, expenses, or ordered goods before a separate receipt is required. For stock that has already arrived, use the Purchase Receipt path when possible.

From a Purchase Receipt

Open the submitted Purchase Receipt.
Click Create.
Select Purchase Invoice.
Confirm that the copied quantities match the supplier bill.

This path is normally the clearest choice for received stock because it links the bill to the quantities that physically arrived.

From the Purchase Invoice list

Open Purchase Invoice.
Click Add Purchase Invoice.
Select Supplier and Company.
Use Get Items From if you need to pull one or more Purchase Orders or Purchase Receipts into the draft.
Enter rows directly only when there is no suitable source document.

Supplier invoice details copied from a Purchase Order

2. Enter the supplier invoice identity and dates

Review or enter these fields:

Supplier: the business that issued the invoice.
Company: the NexWave company that owes the supplier.
Posting Date: the accounting date used in reports and the General Ledger.
Due Date: the date the amount is due for payment.
Supplier Invoice No: the supplier's reference from the bill.
Supplier Invoice Date: the date printed on the supplier bill, when this field is available on your form.

Copy Supplier Invoice No exactly. Do not replace it with the Purchase Order number or an internal note. When supplier invoice uniqueness checking is enabled, NexWave stops another active Purchase Invoice for the same supplier, invoice number, and financial year.

The Posting Date and Supplier Invoice Date can be different. For example, a bill may be dated at month end but received and posted in the next period. Follow your finance team's period and tax rules when you choose the posting date.

3. Review the items, quantities, and accounts

For every row in Items, check:

Item and Item Name identify what the supplier billed.
Accepted Qty matches the invoiced or received quantity.
UOM and UOM Conversion Factor are correct.
Rate and Amount match the supplier bill.
Purchase Order and Purchase Receipt links are present when the draft came from those documents.
Expense Head is correct for direct expenses and services.
Cost Center and Project are correct when your organisation uses those reporting dimensions.
Accepted Warehouse is correct when Update Stock is ticked.
Asset Location is filled when the line will create or update a fixed asset record.

For a partial invoice, keep only the quantity or amount that the supplier billed. Do not change the original Purchase Order to force the invoice to match. NexWave keeps the remaining ordered or received balance available for a later invoice.

Use a separate row for charges that need a different expense account, tax treatment, project, or cost centre. A clear line structure makes approval and later reporting easier.

4. Review currency and tax

Open Currency and Price List when the bill is not in the company currency, or when the copied currency is unexpected.

Check:

Currency matches the supplier bill.
Exchange Rate is appropriate for the posting date and your finance policy.
Price List and Price List Currency are correct when a price list applies.

In Items, set Amounts Are to match the supplier bill:

Tax Exclusive when the line rates exclude tax.
Tax Inclusive when the line rates already include tax.

Then review Purchase Taxes and Charges Template and the Purchase Taxes and Charges table. Confirm the tax account, NZ Tax Code or other local tax code, rate, and calculated amount.

Do not add tax manually only to make the total match. First confirm Amounts Are, the tax template, item tax settings, and line values.

For a foreign-currency bill paid from a local-currency account, keep the invoice in the currency printed on the bill. Leave Is Paid clear and record the payment separately as described in step 9. This keeps the invoice amount, supplier allocation, and actual bank charge separate. Do not change the invoice Exchange Rate later just to make it equal the bank charge.

5. Compare the invoice total

Enter the total printed on the supplier bill in Expected Grand Total. Compare it with Grand Total.

If the values differ, review:

quantities and rates;
tax-inclusive or tax-exclusive treatment;
discounts;
freight and other charges;
rounding;
currency and exchange rate; and
whether the supplier billed only part of the order or receipt.

Resolve the difference before submission. Do not use a balancing line unless it represents a real supplier charge and uses the correct account and tax treatment.

Items, tax, and total review checks

6. Review payment terms and supporting evidence

Check Payment Terms Template, Due Date, and Payment Schedule. The total scheduled amount should agree with the invoice total.

Payment terms can come from the Supplier or the source document. Change them only when the supplier bill or an approved agreement requires a different schedule.

Attach the supplier invoice file to the draft. Keep any approval evidence, delivery evidence, or supporting calculation with the record when your process requires it.

Before approval, the reviewer should be able to answer:

Was the purchase authorised?
Were the goods or services received?
Does the bill match the order or receipt?
Are the accounts, tax, project, and cost centre correct?
Is the supplier invoice number unique and accurate?
Does Expected Grand Total match Grand Total?
Are the due date and payment schedule correct?

7. Save, approve, and submit

Save the Purchase Invoice as a draft while details or approval are incomplete.

Submit it only after all checks pass. Submission normally:

records the supplier liability in accounts payable;
posts the expense, asset, or stock-related accounting effect;
records tax for the relevant tax reports;
updates the billed position of linked Purchase Orders and Purchase Receipts; and
makes the outstanding amount available for payment.

If Update Stock is ticked, submission also records the stock receipt. Do not use this path for goods already received through a submitted Purchase Receipt.

After submission, open Connections and confirm the Purchase Order, Purchase Receipt, Asset, payment, or other linked records are present where expected.

8. Correct or reverse an invoice

Use the correction method that matches the invoice state:

Situation	Action
The Purchase Invoice is still a draft	Correct the fields and save again.
Only Expense Head needs correction on a submitted invoice	Use the Update process below when Purchase Invoice reposting is enabled and the invoice is eligible.
The correction cannot use permitted fields on a submitted invoice and no dependent transactions exist	Cancel it, amend it, correct the draft, and submit the amended invoice after review.
The invoice must be cancelled and a payment, tax return, stock movement, asset, or other dependent record exists	Review and reverse the dependent records in the correct order before cancellation.
The supplier issued a credit for a valid submitted bill	Create a return or debit note against the original Purchase Invoice.
Only part of the bill was credited	Enter only the credited quantities or values on the return.

Do not delete or overwrite evidence to hide a correction. Use cancellation, amendment, and return links so the audit trail remains clear.

Correct Expense Head on a submitted invoice

Use this process when the bill, supplier, quantities, tax, and total are correct, but an expense line uses the wrong Expense Head. You do not need to cancel an eligible invoice for this account correction.

Before you start, ask your finance administrator to confirm that Purchase Invoice is allowed in Repost Accounting Ledger Settings, that you have permission to update the invoice, and that the correction is allowed in the accounting period. Do not change permissions or reopen a period only to bypass a blocked update. This reposting process does not support an invoice with deferred expenses. For stock or asset lines, have finance confirm the correction method first because the account can depend on the source receipt or asset treatment.

Open the submitted Purchase Invoice. Note the existing Expense Head, invoice total, and Outstanding Amount for comparison.
In Items, select the pencil icon on the expense row to open its details.
Open Accounting and change Expense Head to the approved expense account. Keep the quantities, rates, tax, and other invoice details unchanged.
Close the row details and select Update at the top of the invoice.
Wait for accounting reposting to finish. Your administrator can check the generated Repost Accounting Ledger record and confirm its Status is Completed.
Open the invoice's accounting ledger. Confirm the corrected expense amount is on the intended account and is no longer posted to the old account in the active entries.
Confirm the invoice total, supplier payable amount, Outstanding Amount, and payment allocations remain unchanged.

If reposting remains queued or fails, ask your administrator to review it before treating the correction as complete. If Update is blocked, use the exact message to check reposting permission, period controls, deferred expenses, and account validity. Do not cancel a paid invoice or create another payment just to bypass the error.

9. Pay and reconcile the supplier invoice

Use one of these payment paths after submission:

Payment Run for several supplier invoices, approval, EFT export, and remittance emails.
Payment Entry for a single manual payment or a payment already made outside NexWave.

Before payment, confirm the Purchase Invoice is submitted, has an outstanding amount, and is due according to your payment policy. For a payment run, also confirm the Supplier has valid bank details and remittance contact details.

When the bank transaction appears, match it to the submitted payment in the Bank Rec workspace. Do not match the bank transaction directly to the unpaid Purchase Invoice when your process already created a Payment Entry.

Pay from an account in a different currency

Use this path for a foreign-currency supplier bill paid from a local-currency bank or credit card account, or whenever the paying account and supplier payable account use different currencies.

Open the submitted Purchase Invoice and check its remaining Outstanding Amount. Search for an existing payment before creating another one.
Select Create, then Payment. This opens a draft Payment Entry for review.
Confirm Payment Type is Pay, Party Type is Supplier, and Party is the correct supplier.
Select the paying Company Bank Account and check Account Paid From. For a card charge, use the configured company credit card account.
Check Account Paid To is the payable account used by the invoice. Read Account Currency (From) and Account Currency (To) before entering amounts.
Set Posting Date to the payment date under your finance policy. Enter Cheque/Reference No and Cheque/Reference Date from the payment evidence.
Enter Paid Amount in the currency of Account Paid From, using the amount actually charged by the bank or card provider.
Enter Received Amount in the currency of Account Paid To, using the amount settled with the supplier. For a supplier payment, this is the supplier-side amount, even though your business is paying money out.
In Payment References, confirm the Purchase Invoice and review Outstanding and Allocated. With a payable account in the invoice currency, Allocated is in that currency. Allocate only the amount being settled. Leave the remaining invoice balance unpaid for a part-payment.
Review Source Exchange Rate and Target Exchange Rate when shown. Each converts its account currency to the company currency. A company-currency account uses a rate of 1. Check the pre-filled rates against the invoice and payment evidence. If a rate is read-only or the account setup is unclear, ask your finance administrator to review it.
Review Payment Deductions or Loss and any Exchange Gain/Loss on the reference row. Confirm the account, cost centre, and amount for a real exchange difference. Keep bank fees separate from exchange differences; follow your finance team's treatment when fees are included in the bank charge or appear on a separate statement line.
Select Save. Recheck both currency amounts, Allocated, Unallocated Amount, and Difference Amount (Company Currency). For a payment allocated entirely to this bill, the last two values should be zero.
Select Submit only after review. Confirm the invoice Outstanding Amount has reduced by the supplier amount settled.

Creating or submitting a Payment Entry records the payment in NexWave. It does not send a bank transfer or pay a credit card bill. Do not pay the supplier again when you are recording a charge already made outside NexWave.

Payment Entry shows the currency beside Paid Amount and Received Amount

The screenshot shows an unsaved example with an AUD paying account and an NZD supplier account. It illustrates the amount labels only. Your currencies can be different, and the invoice allocation must still be completed before submission.

Check a foreign-currency example

For an NZD company, suppose the supplier bill is USD 100, its recorded invoice rate is NZD 1.60 per USD, and the later card charge is NZD 165. There are no separate bank fees in this example.

Value	What to check
Invoice Currency and total	USD 100. Keep the original bill and invoice rate.
Account Paid From and Paid Amount	The NZD bank or card account, with NZD 165.
Account Paid To, Received Amount, and Allocated	The USD payable account, with USD 100 settled against the invoice.
Exchange difference	NZD 5 loss compared with the invoice value of NZD 160. Review the calculated adjustment rather than adding another USD 5 to the supplier allocation.
Final balances	No invoice outstanding balance or unallocated payment for this full settlement.

NexWave can show the exchange adjustment in Payment Deductions or Loss or through a linked exchange-difference Journal Entry, depending on the rates used. Check the accounting result and do not post the same difference again manually.

Match the actual bank or card charge

Import the statement for the account in Account Paid From, or wait for its bank feed.
Open the Bank Rec workspace and load the paying account and payment date range.
Select the withdrawal for the actual bank or card charge.
Match it to the submitted Payment Entry. Compare the statement amount with Paid Amount, in the paying account's currency.
Confirm the bank transaction is fully reconciled and the supplier invoice has the expected remaining Outstanding Amount.

For the example above, match the NZD 165 card withdrawal to the Payment Entry. Do not search for a USD 100 bank line in the NZD card account or create another supplier payment from that statement line.

A later payment from your bank account to the credit card account is a separate transfer. It must not settle the supplier invoice a second time.

Review checks

Before treating the invoice as complete, confirm:

The supplier, company, currency, invoice number, invoice date, and posting date are correct.
The source Purchase Order or Purchase Receipt is linked when required.
Quantities, rates, discounts, tax, and total match the supplier bill.
Expected Grand Total equals Grand Total.
The correct expense, asset, stock, project, and cost centre details are used.
The attachment is present and the approval is complete.
The payment terms and due date are correct.
The submitted invoice appears in accounts payable with the correct outstanding amount.
The payment and bank reconciliation links are complete after payment.
For a payment across currencies, the bank-side amount matches the statement, the supplier-side allocation matches the bill, and any exchange adjustment is posted once.

Troubleshooting

Issue	What to check
NexWave reports that the supplier invoice number already exists	Open the linked Purchase Invoice and confirm whether the bill was already entered. Check the supplier, invoice number, and financial year before creating another record.
The copied quantity is wrong	Compare the Purchase Order, Purchase Receipt, previously billed quantity, and the supplier bill. Enter only the unbilled quantity covered by this invoice.
The Purchase Order or Purchase Receipt does not appear in Get Items From	Confirm the source is submitted, belongs to the same supplier and company, and still has an amount available to bill.
Grand Total does not match the supplier bill	Check Amounts Are, tax template, rates, quantities, discounts, freight, rounding, currency, and exchange rate.
Tax is missing or doubled	Check whether the bill is tax inclusive or exclusive, then review Purchase Taxes and Charges Template, Item Tax Template, and the tax rows.
Stock was updated twice	Check whether a Purchase Receipt already recorded the goods and whether Update Stock was also ticked on the Purchase Invoice. Review with finance and inventory owners before reversing either document.
The invoice cannot be submitted	Check mandatory fields, approval workflow, closed accounting periods, duplicate invoice number, linked document status, tax, accounts, and accounting dimensions.
The invoice is not available for payment	Confirm it is submitted, not cancelled, has an outstanding amount, and falls within the payment run filters.
The invoice cannot be cancelled	Check for submitted payments, reconciliations, tax settlements, assets, stock records, or other dependent documents. Reverse dependencies in the correct order.
A foreign-currency bill is not offered against a local-currency bank line	Create and submit the separate Payment Entry, then match the bank line to that payment in the bank account currency. Check for an existing payment first.
The payment amount looks too large or too small	Read the currency next to Paid Amount, Received Amount, and Allocated. Do not enter the bank amount into the supplier allocation when the currencies differ.
The payment shows a missing exchange account or cost centre	Ask your finance administrator to check Exchange Gain / Loss Account and Default Cost Center on the Company. Review the draft again after setup is confirmed.
A small invoice balance remains after full payment	Check the allocated supplier amount, the exchange rates, and the calculated exchange adjustment. Do not create another supplier payment or write-off just to clear an unexplained difference.