Reports and compliance

Vendor bills — matched before they are owed

A vendor's bill is captured for the hotel, a goods bill is matched against the GRN and the PO, and approval is the moment it is owed: TDS held back, one journal posted.

Payables → Bills is where a vendor's bill enters the books. It is captured from the paper: the vendor, their bill number and date, the day it arrived, the lines — what, how much, at what rate, at which GST rate — and the account each line lands on. The tax splits itself: CGST and SGST when the vendor is in the hotel's state, IGST when not; nothing when the vendor is on composition or unregistered; and under reverse charge (a transporter, an advocate, a security agency) the tax is owed to the department, not the vendor, and the bill says so.

A goods bill is matched. Pick the GRN it is for and the lines come from what the store received. *Match* checks every received line is on the bill once, the quantity is within the tolerance of what was received, the rate within the tolerance of what was ordered (or received, when there was no order), and the total within a few rupees. What does not match is an exception, with the reasons in words, and an exception is approved only with an override reason by somebody holding *Approve a vendor bill*. A service bill has nothing to match: it is approved by that same right, or not at all.

Approval is the moment the bill is owed. The TDS is worked out from the rules (Reports → TDS rules) on the taxable amount and held back; one purchase journal is posted — the lines to their accounts, the GST to input credit (or to *GST not creditable* when 17(5) blocks it), the vendor for what they will be paid, TDS payable for what the department will — and the journal number is on the bill. The hotel's business date on the day of approval is the accounting date; the bill's own date stays the document date. An approved bill is never edited: cancel it (the journal and the TDS are reversed) and capture it again, or, once it has been paid against, raise a debit note.

Goods received, not yet billed. At month end *Reports → GRNs without a bill* lists what the store received that no bill has reached; posting the GRNI accrual puts it into the month's cost of food and takes it out again on the first of the next month, so the P&L carries what was consumed and the bills land clean when they come.

Ageing. *Reports → Payables ageing* is by due date — the bill's date plus the vendor's terms — one row per vendor, with an MSME's 45-day clock applied whatever the terms say, and what is overdue to an MSME shown apart. The last row of the books' control check now reads *Vendor payables*: the sum of approved bills against the vendor payables account.

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