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9bx user guide

Assets

Vendors

Keep your suppliers and upstream providers, and everything you owe or are owed: invoices, payments, credit notes, returns and warranty claims.

Contents: Who can use it · Vendors · Invoices and payments · Credit notes · Vendor returns and warranty claims · Example · FAQ

Who can use it

Staff with the vendor, invoice, payment, credit note, return and warranty permissions.

Where: Assets & Inventory → Vendors, with tabs Vendors, Invoices, Payments, Returns, Warranty claims, Credit notes.

The Vendors page.

Vendors

Suppliers and upstream providers, with a running payable ledger.

  1. Click New vendor.
  2. Enter the name (unique in your organization), Contact person, phone, email and address.
  3. Choose payment terms (Net 15, Net 30, Net 45 or Cash on delivery) and the currency. Bandwidth providers are often billed in USD.
  4. Enter the Opening balance (the amount already owed at go-live).
  5. Tick Bandwidth provider if upstream or IIG links bill into this ledger monthly. Click Add new vendor.

A vendor page has Ledger, Purchase orders, Returns and Contacts. The ledger lists every bill, payment and credit note with a running balance. The balance is what you owe.

Invoices and payments

Invoices

  1. Click Make invoice. Choose the vendor and purchase order or goods receipt, then enter the invoice number, Invoice date, Due date, lines and VAT / tax.
  2. Attach the scan or delivery challan.
  3. Click Match to compare the invoice with the PO and goods receipt (3-way match). The status shows Matched or Unmatched.
  4. An approved invoice posts a bill to the vendor ledger. That creates the payable.

Payments

  1. Click Record payment.
  2. Choose the vendor and, optionally, an invoice. Enter the amount, currency, Payment Method, Paid At and a reference.
  3. Save. A credit posts to the ledger and the invoice's Outstanding falls.

Credit notes

New Credit Note records money a vendor owes you, for example after a return. Open it and use Apply to set it against an invoice. Applied credit reduces the payable.

Vendor returns and warranty claims

Returns (RMAs) send faulty items back.

  1. Click New Return, choose the vendor and add the asset lines.
  2. The return shows Covered (under warranty, the vendor bears the cost) or Not Covered (repair or replacement is chargeable).
  3. Click Send to Vendor (you cannot edit it afterwards), then Resolve when settled, or close it.

Warranty claims are raised against a unit's active coverage.

  1. Click New warranty claim.
  2. Select the asset, the linked vendor return and describe the Issue. Click Raise claim.
  3. Submit it, and later Resolve it. Resolved claims cannot be edited.

Example scenario

An ONU fails after four months. Nasrin opens the asset, sees warranty until next year, and creates a New Return to the vendor (Covered). She sends it, then raises a warranty claim on the same asset. When the vendor sends a replacement, she marks the claim Resolved. The vendor issues a credit note for the faulty one, which she applies to the open invoice.

Tips

  • Enter the opening balance carefully. The ledger starts from it.
  • Match every invoice before paying it.
  • Raise warranty claims promptly. Coverage ends on the date set on the asset.

Troubleshooting and FAQ

The return says Not Covered. The unit's warranty has expired or none was recorded. Check the asset's Warranty coverage.

I cannot edit a sent return or resolved claim. They lock by design.

Procurement · Assets · Products and setup