Creditors

A creditor is a supplier you owe money to, and the Creditors area is where you record and manage their invoices — the bills you have to pay. Record each incoming supplier invoice with its amount and due date, register payments as you make them, and let Vinosoft keep your accounts payable organised and up to date.

Open the Creditors area

Go to Creditors in the main menu. The area opens on the Open tab and lists the supplier invoices with these columns:

• Number — the creditor number Vinosoft assigns.
• Date — the invoice date.
• Supplier name — the supplier you owe (click it to open the invoice).
• Supplier number — the supplier's own reference or document number for the bill.
• Currency and Gross amount — the amount due and its currency.
• Due date — when payment is due (the invoice date plus the supplier's terms of payment).
• Comments — any note you added.

Use the search box and the date range to filter the list. Create new records a new invoice, and the summary at the bottom totals the listed amounts in your default currency.

The three tabs

The area splits your supplier invoices into three tabs that follow each bill's lifecycle.

Open

Invoices you owe that are not yet paid. A new creditor invoice starts here. From this tab you can edit, delete, or close an invoice, and select invoices to pay together. Each row shows the Due date so you can see what is coming up.

In progress

Invoices that have been partly paid but still have a balance outstanding. When you register a payment that doesn't cover the full amount, the invoice moves here. On this tab an extra Paid / Unpaid column shows how much has been paid and how much is still due.

Closed

Invoices that are fully settled. Once an invoice is paid in full — or you close it manually — it moves here with its Close date. Closed invoices are kept for your records and can no longer be edited.

The lifecycle: Open → In progress → Closed

1. Record the invoice (Open). Click Create new and enter the supplier, amount, date, currency and terms of payment. The invoice appears on the Open tab.
2. Pay it, in full or in part. Select one or more open invoices and use Generate XML / Register payment to record the payment. Vinosoft produces a bank payment file (ISO 20022) and records the amount.
3. • Pay only part of the amount and the invoice moves to In progress with the balance still shown.
   • Pay it off completely and it moves straight to Closed.
3. Close (Closed). When nothing is outstanding the invoice is closed automatically. You can also close an open or in-progress invoice manually with the Close action and choose the finance account it is booked against.

Related

• Purchase orders — the stock orders you place with suppliers; an open purchase order can generate a creditor invoice for the goods.