ANTE User Manual

Vendor Invoices

A vendor invoice is the bill a supplier sends you. Recording it in ANTE books the payable, tracks what you have paid against it, and keeps the supplier invoice number, dates and terms in one place. It is the payables twin of the sales invoice.

Overview

You can record a vendor invoice in two ways: by hand for any supplier bill (items or expense accounts), or straight from a Purchase Order, in which case the supplier and lines come from the order. Once you Post an invoice it is on the books: the expense (or inventory) and the input VAT are debited and accounts payable is credited, with the supplier on the payable line.

  • A draft can be edited freely and has no accounting effect yet.
  • A posted invoice can be paid in full or in part, and voided if it was entered by mistake.
  • Invoices that arrive from Multibook are shown here read-only.

Getting There

Go to Treasury → Payables → Vendor Invoice.

The Vendor Invoice List

The vendor invoice list. The line above the cards says whether ANTE is watching Multibook and when it last synced; the Multibook column shows whether each invoice was made in ANTE, made in Multibook, or is already in Multibook.

The page header reads Vendor Invoices. A New Vendor Invoice button sits at the top right.

Summary Cards

The cards above the table are clickable: click one to filter the list by that status, click it again to clear the filter.

CardMeaning
DraftInvoices not yet posted
OpenPosted invoices that are not yet paid
OverduePosted invoices past their due date with a balance
PaidFully paid invoices
OutstandingTotal balance still owed to suppliers (not clickable)

Table Columns

ColumnDescription
Invoice no.ANTE number for the invoice
Supplier invoice no.The number printed on the supplier invoice
SupplierSupplier name, with the Purchase Order reference underneath when the invoice came from one
Invoice date / Due dateFrom the invoice and its terms
Total / BalanceInvoice total and what is still unpaid
StatusSee Statuses below
MultibookWhere the invoice stands in Multibook, see below

Searching and Filtering

  • Search by invoice number, supplier invoice number or supplier.
  • Status filter, Multibook filter (In Multibook, Failed to send, From Multibook, ANTE only) and an invoice-date range.

Click any row to open the invoice.

Right-click a row to edit or post a draft, pay an open invoice, void it, or open its purchase order — each appears only when the invoice's status allows.

Statuses

StatusMeaning
DraftNot on the books yet. Can be edited, posted or voided.
PostedOn the books and unpaid.
Partially paidSome of the balance has been paid.
PaidFully paid.
OverduePosted, past its due date and still has a balance. This applies even when it is partially paid.
VoidedReversed. A voided invoice keeps its history but no longer counts as owed: its Balance in the list shows a dash instead of the amount, and it is not part of the outstanding total.

Multibook

Once the Multibook segment list has been pulled, every line has an optional Segment pick (clear it to leave the line without one). The segment you choose is the one sent to Multibook for that line; without one, the branch mapping or the company default segment applies. Companies without the segment list see no Segment column. If the Multibook rate book has no rate for the posting date, ANTE's own rate is used and a notice on the document says so.

When your company is linked to Multibook, each invoice carries a badge in the Multibook column:

BadgeMeaning
ANTE onlyNot in Multibook (yet, or the link is off)
A document numberThe invoice is in Multibook under that number
SendingQueued or being sent to Multibook
FailedMultibook rejected it or could not be reached. Open the invoice to read the reason and fix it
From MultibookThe invoice was created in Multibook and pulled into ANTE

Invoices that came From Multibook are read-only: the invoice page shows a notice and no Edit, Post, Pay or Void buttons, because Multibook is where they are managed.

Once an invoice is in Multibook, ANTE sends it when it is posted (not while it is a draft), under the vendor invoice document type chosen in Settings → Multibook, and Multibook posts the journal itself. A line under the list header says whether invoices are being watched, with a link to any that failed; the failed notice on the invoice page has View failures for retry or discard. Voiding an invoice that is in Multibook also reverses it there, and the Void dialog says so. Fix the usual causes of a failed send under Settings → Multibook: the supplier is not linked to a Multibook partner, a line's item has no Multibook code, or no Multibook tax code is set for the line's tax type. Invoices whose voucher went up as a plain journal before the invoice sync show Sent as journal and are never sent again.

When the invoice is for goods that Multibook shows as received against one of its purchase orders, ANTE posts the invoice against that order and the invoice page shows a Multibook purchase order chip (for example In Multibook · PO0023); click it to open the order under Purchase Orders in Multibook. Until Multibook shows the goods received, ANTE waits: the invoice stays queued and the Multibook sync status page says what it is waiting for (a goods receipt on the order, or the order itself still on its way to Multibook). An order for services, with no stock lines, has no receipt to wait for and goes up straight away. If the wait runs out (12 hours for an order that never reached Multibook, 7 days for a receipt that never came) ANTE does not post the invoice without its order, because a posted invoice can only be reversed and one sent plain is never matched to the order in Multibook. It is held as a failed send, the sender is notified and the developers get an alert. Open View failures: receive the goods in Multibook and press Retry to match the order, or press Send without the purchase order to post it plain on your own decision; the Multibook sync log then records who decided and why.

Payments on a vendor invoice that is in Multibook are sent to Multibook as a clearing that closes the invoice there. Each payment in the list carries a Cleared in Multibook chip with the clearing number once it went up, Sending while it is on its way, or Failed with a notice and View failures to retry or discard. A payment made in a foreign currency is held for now, because Multibook works out the exchange difference itself. A payment cleared in Multibook shows as read-only and cannot be voided from ANTE.

Common Tasks

Creating a Vendor Invoice

  1. Click New Vendor Invoice.
  2. Pick the Supplier and type the Supplier invoice no. exactly as printed on their bill.
  3. Set the Invoice date. Choose Payment terms (for example Net 30) and the Due date is worked out for you, or choose Custom due date and pick the date yourself.
  4. Leave Currency blank for your company currency, or enter a currency code and its Exchange rate.
  5. Choose the Tax mode: VAT inclusive means your unit prices already contain VAT, VAT exclusive means VAT is added on top.
  6. Add lines. For each line choose Item or Account. An item books to its own inventory or expense account when posted. An expense account books straight to the account you pick. Then enter Description, Qty, Unit price, an optional Discount and the VAT type (Vatable, Zero rated, VAT exempt or Non VAT). The Amount is calculated for you.
  7. The footer shows the Subtotal, Input VAT, Total discount and Total. Add Notes if you like.
  8. Click Save draft to keep it for later, or Save and post to put it on the books now.

Creating from a Purchase Order

  1. Open the order under Treasury → Payables → Purchase Order.
  2. Click Create vendor invoice (shown while the order is unbilled).
  3. The supplier and the lines come from the order and cannot be changed here. Enter the Supplier invoice no., the dates or terms, and the Input VAT charged from the supplier invoice (0 if none). The VAT is spread over the order lines.
  4. Optionally pick one Expense account for every line; leave it blank to use each item's own account.
  5. Click Create vendor invoice. The order is then marked Billed and its badge links to the invoice.

Payments for an order-backed invoice can be recorded from either side; both show the same payments.

Posting a Vendor Invoice

Open a draft and click Post. The invoice moves to Posted and its journal entry is created. A posted invoice cannot be edited; to correct it, void it and enter a new one.

Paying a Vendor Invoice

Pressing Record payment again after a timeout or an error is safe: each payment attempt carries its own one-time reference, so a retry returns the first payment instead of paying twice. If you change the amounts, it counts as a new payment.

  1. Open the posted invoice and click Pay.
  2. Choose the Fund account the money leaves. Its balance is shown beside its name.
  3. Enter the Amount (or click Pay full). This is the gross amount applied to the invoice. The page shows the balance that will remain; you cannot pay more than the balance.
  4. Optionally enter a bank Fee, the Withholding tax you deducted, a Payment date and a Memo.
  5. Click Record payment.

Withholding tax is deducted from the cash paid to the supplier. Example: an invoice balance of 11,200.00 paid in full with 2% withholding on a 10,000.00 base (200.00) applies 11,200.00 to the invoice, takes 11,000.00 out of the fund account, and records 200.00 as tax withheld. The invoice becomes Paid. A smaller amount leaves it Partially paid with the rest as balance.

Reversing a Payment

A payment recorded by mistake can be undone. On the invoice page, find it in the payments table and click Reverse, then confirm. The money goes back to the fund account, the invoice owes the amount again (it can return to Posted or Partially paid), and if the payment was cleared in Multibook that clearing is reversed there too. Only payments made on the invoice itself have the button: a payment made through the linked Purchase Order is reversed on that Purchase Order.

Voiding a Vendor Invoice

Open the invoice and click Void, optionally give a reason, and confirm. A posted invoice is reversed on the books with a contra voucher. If the invoice already exists in Multibook it is reversed there too. A draft is simply cancelled. Voiding cannot be undone.

Viewing a Vendor Invoice

The invoice page shows the supplier, dates, terms, currency and tax mode, the lines with their VAT, the totals, the payments recorded, and the Purchase Order it came from (click it to find the order). A failed Multibook send shows a red notice with the reason.

Tips

  • Enter the supplier invoice number exactly - it is how you and the supplier recognise the bill, and duplicates from the same supplier are rejected.
  • Use Save draft when you are waiting on approvals; nothing hits the books until you post.
  • Void rather than edit once posted, so the audit trail stays complete.

How It Connects

Set up first

  • Suppliers — an invoice is recorded against a supplier record.

Gets its data from

  • Purchase Order — an order can be billed into a vendor invoice with its lines and supplier.

Feeds into

  • Fund Account — payments are drawn from the fund account you choose when paying.
  • Debit Notes — a debit note written against a vendor invoice lowers its balance once it is applied.
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Purchase Orders in Multibook
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Debit Notes