Vendor Finances on Orders

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#

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). Download Statement produces a Vendor Statement PDF, headed Statement of Services, addressed from you to the vendor listing the services booked and the payments made.
• Show payments — the vendor's payments for this order.
• Record a payment to this vendor — see below.
• Send Statement… — opens the Send to vendor dialog: tick Email, WhatsApp or both and the vendor statement goes out on those channels (WhatsApp uses the vendor's Contact 1). The status line reads Statement Sent afterwards. Send Statements… at the top opens the Send to all vendors dialog, one row per vendor with a bill on the order, with the channel ticks once; sends are queued one per vendor. Download All Statements gives a ZIP of the chosen vendors' PDFs. Book Service / Cancel Service on service entries open the same dialog with the booking or cancellation notice; the status icon shows what was sent. See Send Reports for how WhatsApp sends work and count.

The statement is the caterer's document to the vendor, headed Statement of Services: the services booked with that vendor on the order, their rates and totals, and the payments made against them. It is not an invoice; the vendor's own invoice to you is recorded as the vendor bill.

• Book vendor services — marks all the order's vendor services as booked and notifies the vendors.

Record a vendor payment#

1. From the vendor row → Record a payment (or Order Actions → Vendors Finances → Add New Payment).
2. 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.