Finance & invoicingVendor invoices

Vendor invoices

A vendor invoice in Novex is a bill you have received from a supplier and owe. It is the accounts-payable counterpart to the invoices you issue to clients. Novex matches each vendor invoice against its purchase order and goods-receipt note before you approve it for payment.

Record a vendor invoice

  1. Go to Finance → Vendor invoices → + New vendor invoice.
  2. Pick the vendor and, where it exists, the purchase order the bill relates to. Linking the PO pre-fills the lines and enables matching.
  3. Enter the vendor’s invoice number, invoice date, and due date.
  4. Confirm the cost lines and totals against the paper/PDF bill.
  5. Save. The invoice starts in RECEIVED.

Three-way match

The three-way match is the control that protects you from overpaying. Novex compares three documents:

  1. Purchase order — what you agreed to buy (quantity and price).
  2. Goods-receipt note (GRN) — what you actually received (recorded on the PO; see Purchase orders).
  3. Vendor invoice — what the vendor is billing you.

When all three agree within tolerance — ordered = received = billed, at the agreed prices — the invoice moves to MATCHED and is safe to approve. If a line is billed for more than was ordered or received, or at a higher price, the invoice is flagged DISPUTED so you can resolve it with the vendor before paying.

Approve and pay

  1. On a MATCHED vendor invoice, click Approve for payment — it moves to APPROVED_FOR_PAYMENT. This step requires the approval permission and is audit-logged.
  2. When the bill is settled, click Record payment and enter the amount, date, method, and reference (see Payments for the method list).
  3. A full settlement moves the invoice to PAID.

A disputed invoice can be rejected (→ REJECTED) if it should not have been issued, or corrected and re-matched once the vendor sends a revised bill.

Status

StatusMeaning
RECEIVEDLogged, not yet matched.
MATCHEDAgrees with the PO and GRN within tolerance.
DISPUTEDA quantity or price mismatch needs resolving.
APPROVED_FOR_PAYMENTCleared internally; ready to pay.
PAIDFully settled.
REJECTEDWill not be paid. Requires a reason.

Tips and limits

  • A vendor invoice does not have to be linked to a PO — bills with no PO (e.g. a small ad-hoc expense) skip the three-way match and go straight to approval.
  • Match tolerance handles small rounding differences; large variances always flag as DISPUTED.
  • Vendor invoices are accounts payable; they are never ZATCA-signed — that applies only to the invoices you issue to clients (see Invoices).

Next

Purchase ordersVendors