Accounts Payable

The Accounts Payable sub-module manages the complete vendor bill registration and payment lifecycle. Vendor bills are registered against three types of source documents — Purchase Orders (PO), Capital Purchase Orders, and Work Orders (WO) — each with specific requirements for supporting documentation and settlement rules.

Vendor Bill Lifecycle

Bill Registration Types

JobNext supports three types of bill registration, each tied to a specific procurement or contracting process. The bill type determines what supporting documents are required and how amounts are settled.

Purchase Order Bills

PO Bills are the most common type of vendor bill registration. They are used when a vendor submits an invoice for materials supplied against a Purchase Order.

Prerequisites

• A Purchase Order must exist and be approved
• At least one Material Receipt Note (MRN) must have been created and approved for the PO
• The MRN represents the supplier liability — it records what was actually received at site

Registration Process

1. Navigate to Finance > Payables and click Register Bill
2. Select Purchase Order as the bill type
3. Search for and select the relevant Purchase Order
4. The system displays all available MRNs associated with the PO
5. Select one or more MRNs to adjust against the vendor bill
6. Enter the vendor's invoice number, date, and bill amount
7. The system calculates any difference between the MRN total and the bill amount
8. Differences are automatically debited or credited to the vendor's Sundry Creditor Account
9. Submit the bill for approval

Capital Purchase Order Bills

Capital PO Bills are used for capital equipment and machinery purchases. These follow a similar process to regular PO Bills but use Capital MRNs instead of standard MRNs.

Prerequisites

• A Capital Purchase Order must exist and be approved
• The machinery or equipment must have been received through a Capital MRN

Registration Process

1. Navigate to Finance > Payables and click Register Bill
2. Select Capital Purchase Order as the bill type
3. Search for and select the Capital PO
4. Select one or more Capital MRNs to settle against the bill
5. Enter the vendor's invoice details and bill amount
6. The Capital MRN amounts are settled against the bill amount
7. Submit the bill for approval

Work Order Bills

WO Bills are used when a subcontractor submits a bill for work completed under a Work Order. These bills rely on approved Measurement Sheets rather than material receipts.

Prerequisites

• A Work Order must exist and be approved
• One or more Measurement Sheets must have been created, verified, and approved in the Subcontractor module

Registration Process

1. Navigate to Finance > Payables and click Register Bill
2. Select Work Order as the bill type
3. Search for and select the Work Order
4. Select the approved Measurement Sheets to include in this bill
5. The total work value from selected measurement sheets is calculated
6. This amount is credited to the subcontractor's Sundry Creditor Ledger
7. Enter any additional bill details (invoice number, date, applicable deductions)
8. Submit the bill for approval

Payment Processing

Once a bill is registered and approved, it becomes eligible for payment through the vendor payment workflow.

1. Bill Approval — The registered bill must be approved through the standard approval workflow
2. Payment Scheduling — Approved bills can be scheduled for payment based on payment terms and cash flow requirements
3. Payment Execution — Payments are processed through Bank Payment or Cash Payment vouchers
4. Razorpay-X Integration — If configured, bank payments can be uploaded to Razorpay-X for automated payout processing

Bill Status Lifecycle