Whenever an order uses something from a vendor — a ready-made item, a booked service, a misc expense with a vendor, a purchase order — Neviscater records a vendor bill against that order. You then record vendor payments. Together they give the outstanding per vendor, per order and overall.
Where vendor bills come from
| Source on the order | How it becomes a vendor charge |
|---|---|
| Menu items marked bought ready made / bought as a service with a Vendor | quantity × rate on the menu item |
| Services & Misc Expenses (order- or event-level) with a Vendor | the expense amount |
| All External Services bookings | the booked rate |
| Purchase Orders linked to the order | the PO total |
You never type a vendor bill directly — change the underlying entry.
The Order Specific Vendors Finances screen
Order → Actions → Order Specific Vendors Finances (sidebar Order Actions → Vendors Finances). One row per vendor on the order: Vendor, Contact, Total Bills, Total Payments, Outstanding, and the coverage note N of M items on a purchase order.
Row actions:
- Show bills details — the vendor's bill lines for this order (Services Used, quantity, rate, total). Print / Download produce a Vendor Invoice PDF addressed from you to the vendor listing what you are buying.
- Show payments — the vendor's payments for this order.
- Record a payment to this vendor — see below.
- Email invoice — emails the vendor invoice/booking notification to the vendor. Email Invoices at the top does it for all vendors at once. Send mail/notification for booking the service / …for cancelling the service on service entries send booking or cancellation notices; the status icon shows whether it was sent.
- Book vendor services — marks all the order's vendor services as booked and notifies the vendors.
Record a vendor payment
- From the vendor row → Record a payment (or Order Actions → Vendors Finances → Add New Payment).
- Payment Date, Payment Amount, Payment Details (mode, reference), Save.
A payment made from an order screen is linked to that order and settles that order's bills in full first. A payment recorded from the vendor's own page (Vendors → Payments History) or a PO with no order is a General Payment.
How general payments are applied (FIFO)
General payments are applied against the vendor's outstanding bills oldest order first (by order start date). Whatever cannot be applied stays as unapplied credit on the vendor's ledger and is used by the next bill. So a lump-sum payment to a vendor automatically clears the oldest orders, and each order's Outstanding reflects that.
Payments recorded on a purchase order are linked to the PO's order; see Purchase Orders → Record a payment.
Reports
- Core → Vendor Outstandings — every vendor with a balance due: Total Bills, Total Payments, Total Outstanding, with Gross Totals. Click a vendor to see the orders behind it.
- Vendor → Bills History / Payments History — per-vendor ledgers across all orders, each line showing Linked To (order or General Payment).
- Order → Actions → Order's Financial Summary — vendor costs against the customer bill for margin.
Common questions
A vendor bill is wrong. Edit the entry that created it — the menu item rate, the expense, or the service booking — not the bill.
I paid a vendor for three orders at once. Record one General Payment on the vendor; FIFO allocates it across the three orders oldest-first.
Vendor finances show zero but I created a PO. The PO is not Linked to the order. Link it on the PO form (Draft only) or create a new one from the order's screens.