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
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 “Fully 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.)