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. Lines default to 15% VAT (the KSA standard rate) — adjust it per line where a different rate or a zero-rated item applies.
5. Save. The invoice starts in RECEIVED.

Each vendor invoice row shows its total, paid, and remaining amounts, so you can see at a glance what’s still owed on a bill without opening it. Rows are labelled by vendor name rather than an internal code across the vendor-invoice list and the vendor’s own page.

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.

Direct vendor payments (no PO or invoice)

Sometimes you pay a vendor for something that never went through a purchase order or a recorded bill — a small ad-hoc cost, a deposit, or a cash payment at the venue. Novex lets you record that payment directly, without first creating a PO or vendor invoice:

1. Open the vendor (or the Finance / budget tab of the event the cost belongs to).
2. Choose Record payment.
3. Enter the amount, date, method, and a reference, and — when you’re on an event — the payment is attributed to that event’s spend.

Direct payments roll into the vendor’s paid / remaining totals and into the event’s money cards alongside PO- and invoice-backed spend, so an event’s cost picture stays complete however the money was paid. Every direct payment is audit-logged.

Status

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 e-invoice signed — that applies only to the invoices you issue to clients (see Invoices).

Next

• Purchase orders and GRN
• Payments
• Budgets & forecasting