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Receiving Items and Managing Bills
Receiving Items and Managing Bills

Learn how to receive items and mark bills as paid through Limble’s Purchasing system.

Cynthia Blanco avatar
Written by Cynthia Blanco
Updated this week


Limble makes it easy to track and manage your purchases by automatically creating bills and invoices and sending notifications.

Receiving Items

When items on a PO are delivered, you can open the PO and mark the items that are received by clicking on “Receive Items.”

In the next window, you will be asked to confirm how many items were received. By default, Limble displays the total number of items ordered on the PO.

If the PO has only been partially completed, you can change the quantity of items received to the correct number.

This will leave the PO open and change the status to “Partially Received.”

Any time you receive items on a PO, Limble will automatically create a Bill for the received items.

If you receive items multiple times on a PO, it’s possible to have multiple bills associated with a single PO.

When all the items on a PO have been received, the PO status changes to “Fully Received – Pending Payment,” and a notification is sent to the authorizer that the PO is now ready to be paid.

Bills vs. Invoices

In Limble, Bills are associated with inventory, Services, and Other purchases. However, Limble’s Purchasing system also creates Invoices if the PO has Services or Other purchases (e.g., replacing an Asset) on it.

Invoices created by Limble will appear automatically in a task if that task is linked to the PO. You can attach a copy of the Vendor’s actual invoice to the task by clicking on “Edit Invoices” and then attaching the invoice to the correct service.

Managing Bills and Invoices

Once a PO moves into “Fully Received – Pending Payment” status, Limble’s purchasing system creates a Bill and assigns it a Bill Number. You can see your Bills by going to Purchasing > Bills in the left navigation column.

To mark a bill as paid, select the bill you wish to pay, scroll to the bottom, and click on “Mark as Paid.”

When a bill is marked as paid, the linked PO’s status changes to “Closed.”

NOTE: If multiple bills are linked to a PO, the PO’s status will not change to “Closed” until all the bills have been marked as paid.

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