Bills
Bills records supplier invoices against POs, runs a three-way match between PO, receipt, and invoice, calculates exceptions, return credits, remaining payables, lateness, single-bill payments, and multi-bill payment runs. All payments use an anti-duplicate key and update cash and PO status together.
Save & match doesn't pay the supplier right away. Vasco first compares the invoice amount and price with the PO and the goods received. Only bills with the status matched and a remaining balance can be chosen for a payment run. Confirm payment is the recording of a payment in Vasco—the bank transfer itself still follows your company's process.
Before you start
Have this ready
- Make sure the PO and receipt are correct.
- Prepare the invoice number/date, due date, documents, discount, shipping, and invoice items.
- For payment, make sure the transfer/cash has been or will be made according to authorization.
- Prepare a unique bank reference/batch and check the return credits.
Done when
- The invoice is recorded once and has a clear match result.
- Exceptions are checked before payment.
- The payment amount doesn't exceed the net remainder after credits.
- The payment run processes all bills together or nothing changes.
Understand invoices, matches, credits, and payments
| Part | Meaning | Control |
|---|---|---|
| Invoice number | Supplier reference | Required; used together with idempotency |
| Invoice quantity | Qty billed per item | Compared with PO and received |
| Price/discount/tax | Invoice value per item | Tax 0–100% |
| 3-way match | PO, receipt, and invoice agree within tolerance | Eligible for payment |
| Exceptions | There is a difference in quantity/price, or goods not yet received | Hold and check |
| Supplier credit | Credit note from Return | Reduces the remaining payable |
| Remaining | Total bill - payments - credits | Basis for the payment amount |
| Pay | One bill | Amount and reference required |
| Payment run | Many matched bills | Atomic; all together or cancelled together |
Recording a payment is not a bank instruction
Vasco records the payment and updates cash/status. Make sure the bank transfer or cash payment is actually carried out by your company's process, and reconcile using the same reference.
There is no void or reversal button on the page
Once an invoice or payment has been posted successfully, this screen doesn't offer cancellation. Don't create a negative payment. Stop the process and ask for an official correction with complete evidence.
Match invoices and pay safely
- 1
Choose a PO for the invoice
Open an eligible PO and check the supplier, items, value, receipts, and the qty already billed.
Result: The remaining billable amount appears.To cancel / undo: Close/Cancel without changes. - 2
Fill in the invoice header
Enter the required number, invoice date, due date, document discount, shipping/other fees, and upload the document.
Result: The invoice has an identity and a payment schedule.To cancel / undo: Cancel before Save; a file that was already uploaded can remain in storage. - 3
Match the items
Fill in the invoice qty, price/unit, discount, and tax. Compare the PO, received, and already-billed helper text for each row.
Result: Vasco can run the three-way match.If something goes wrong: Don't adjust numbers to make them look matched if the supplier's documents really differ. - 4
Save & match
Check the total and press once. Read the 3-way match or Exceptions message.
Result: The bill is recorded once; a duplicate retry doesn't duplicate it.To cancel / undo: Once it succeeds, there is no edit/void on the screen. Hold the payment and ask for an official correction if the input was wrong. - 5
Check the exceptions
Trace differences in quantity, price, receipt, or documents. Correct the wrong source or resolve the approval according to policy.
Result: The bill is only paid once the basis is complete.To cancel / undo: Don't add a mismatched bill to a payment run; the system filters for matched only. - 6
Pay one bill
Choose Pay, check the net remainder, fill in an amount >0, the method, and the required bank reference; then confirm after authorization.
Result: The payment is recorded; cash and PO status are aligned.To cancel / undo: Cancel before Confirm payment. Once it succeeds, there is no reversal on the screen. - 7
Choose bills for a payment run
Tick only matched bills with a remainder >0. Check the number selected and the total.
Result: The batch is ready to pay.To cancel / undo: Untick them or close before opening the run. - 8
Run a payment run
Fill in the method, the required bank/batch reference, and notes, review each bill, then Pay all once.
Result: All payments are saved together; if one fails, nothing is left half-done.To cancel / undo: Cancel before you submit. Once it succeeds, use reconciliation/official correction; don't repeat with a new reference.
Match and payment status
| Status/condition | Meaning | Action |
|---|---|---|
| matched | PO, received, and invoice agree | Can be paid |
| exception/mismatch | There is a difference | Check before paying |
| open/partial | There is still a remaining payable | Pay according to authorization |
| paid | Net remainder is zero | Bank reconciliation |
| void | Bill cancelled through another process/admin | Can't be paid |
| overdue | Past due and a remainder still exists | Prioritize review |
| duplicate | Transaction key already used | Don't resend |
Undo, correct, or delete safely
| Situation | The right action | What still happens |
|---|---|---|
| Invoice form not saved yet | Choose Cancel | No bill |
| Invoice saved as mismatch | Hold payment and correct the source/admin | The bill stays as an exception |
| Payment form is open | Choose Cancel | Cash/status doesn't change |
| Payment run not sent yet | Cancel or change the selection | No payment |
| Payment succeeded but is wrong | Stop further reconciliation and ask for an official reversal | There is no undo button; the bank transaction must also be reconciled |
| Retry got duplicate | Don't create a new transaction | The earlier payment is already recorded |
Don't invent an undo
If the screen doesn't offer an undo, edit, or delete button after a transaction is saved, this documentation does not assume the action can be reversed. Note the reference, stop any follow-up actions, then ask for a correction through the main admin or Vasco support.
Troubleshooting
| Symptom | Possible causes | What to do |
|---|---|---|
| Bill can't be paid | Not matched yet, void, or remainder is 0 | Check the match, credits, and payments |
| Remaining amount doesn't match | There is a payment or a return credit | Review the payment and Return |
| Invoice rejected | Number is empty or a row value is invalid | Check the qty, price, discount, tax |
| Payment run isn't active | The decision/automation migration isn't available yet | Ask an admin to enable it |
| Cash differs from the bank | Vasco's record differs in timing/amount from the transfer | Reconcile the references and make an official correction |
Questions and answers
Does Save & match pay the supplier?
No. It creates the bill and the three-way match result.
What is required to enter a payment run?
The bill is not void, match_status is matched, and it has a remainder >0.
Does Vasco make bank transfers?
No. Vasco records the transaction; the bank process is done according to your company's procedure.
Can a payment be cancelled?
Not from this page. Use an official reversal/correction through an admin and bank reconciliation.
Why doesn't a retry duplicate the payment?
Each form uses an idempotency key; a duplicate response means the earlier transaction was already saved.