Overview
Limble makes it easy to track and manage your purchases by automatically creating bills and invoices and sending notifications.
This article will walk you through receiving and partially receiving PO items in Limble's purchasing system, and how to manage your bills and invoices.
Table of Contents
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 assumes you received all items in a PO.
If the PO has only been partially completed, you can change the quantity of items received to the correct number. Then, click "Submit" to update your PO.
This will leave the PO open, change the status to “Partially Received,” and update the total items received.
Any time you receive items in a PO, Limble will automatically create a bill for those items. You can find these in Purchasing > Bills.
If items are received at different times for the same PO, Limble will generate a unique bill for each partially received order.
This allows you to pay a vendor when you receive some of your order, which can be helpful if part of your shipment is delayed, on back order, or will be coming in later than other items.
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. To do this, click on the green action button, and from the expanded list of options, select the $ icon.
In the new window, choose "Attach Invoice" and add the invoice to the correct service.
Managing Bills and Invoices
Once a PO moves into “Received – Pending Payment” status, Limble’s purchasing system generates a bill and assigns it a bill number. You can see your Bills by going to Purchasing > Bills.
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.)
Filtering and Exporting Bills
You can use one of 5 filtering options to look at bills that meet your filter criteria.
The filters include:
You can enable several filters at one time. Within those filters, you can choose more than one criteria for the same filter.
PO Status
PO Status
PO Status will filter your bills by "Received - Pending Payment" or "Paid."
Cost
Cost
Cost will filter by the cost of a bill. You can filter by "greater or equal to," "less or equal to," and "Between."
Once you select a cost filter, enter the desired value in the text field.
If you select "Between," enter a value in both fields.
Vendor
Vendor
Vendor will filter your bills by your desired vendor(s). You can use the search function to quickly find and select a specific vendor.
Delivery Date
Delivery Date
Delivery Date filters your bills by delivery date. From the dropdown you can choose from one of the set timeframe options, or create a custom date range.
Assigned To
Assigned To
Assigned To will filter bills assigned to the selected user(s) or team(s).
You can export your bills as an Excel file for access to them outside of Limble.
Click on "Export." From the dropdown:
Selecting "Bills" will export your list of bills. A "Bills" export organizes your data by PO.
Selecting "Bill Items" will export your list of bill items. This is different from a "Bills" export because it organizes your data by each line item.
If you enabled any filters, the exported list will only include POs or PO items that meet the filter criteria.
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Still don’t see what you’re looking for? Check out our YouTube channel for more tips and tricks! You can also reach out to us anytime at support@limblecmms.com.