Convert a purchase order into an expense

Why create the expense at receipt?

When you receive a purchase order (« Tout reçu » (All received) or « Réceptionner » (Receive)), Billora offers to automatically create a corresponding expense. This conversion ensures full traceability: order, receipt, supplier payment. You do not have to re-enter the amount or the supplier.

Example. Yassine receives his cedar boards: the purchase order is for 12,000 DH incl. VAT. When confirming the receipt, he leaves « Créer une dépense automatiquement » (Create an expense automatically) ticked: a 12,000 DH expense is created, linked to the supplier and the purchase order, ready to be paid.

Conversion procedure

1. Go to Facturation → Commandes d'achat (Billing → Purchase orders)
2. Open the purchase order (status « Envoyé » (Sent) or « Partiel » (Partial))
3. Click « Tout reçu » (everything arrived) or « Réceptionner » (partial delivery or rejection)
4. In the window that opens, check that the « Créer une dépense automatiquement » box is ticked: it is by default on the first receipt
5. Choose the expense category (a category is suggested) then confirm with « Confirmer la réception » (Confirm receipt) or « Valider la réception » (Validate receipt)

What you see: the « Tout reçu » window asks for the Date de réception (Receipt date) (required) and optional Notes, shows the stock section, then the expense section with the amount that will be created (« Une dépense de … DH TTC sera créée et liée à ce bon de commande » (An expense of … DH incl. VAT will be created and linked to this purchase order)).

After the conversion

If the receipt is complete, the purchase order moves to the « Reçu » (Received) status; otherwise it is « Partiel ». The created expense has the « En attente » (Pending) status: you can adjust it, then record the supplier payment. It is created only once, on the first receipt, and is no longer recalculated by subsequent receipts.

You find the expense in Facturation → Dépenses (Billing → Expenses); on the purchase order page, a « Voir la dépense associée » (View the associated expense) banner links directly to it, and the purchase order list has a « Dépense » (Expense) column.

Did you forget to create the expense?

When a purchase order is fully received and no expense is linked to it, the purchase order's « … » menu offers « Créer la dépense associée » (Create the associated expense) (« Dépense » tile in the quick actions). The expense picks up the same information. Why might an expense be missing? Because the box was unticked, because everything had been rejected, or because your monthly expense quota had been reached.

To learn everything about receiving (partial deliveries, rejections, stock, cancellation), read Record a supplier delivery with a purchase receipt.

Frequently asked questions

Is the expense recalculated if I receive in several instalments?

No. It is created only once, on the first receipt, and subsequent receipts do not change it.

Can I change the expense category?

Yes: choose it in the receipt window, or edit the expense afterwards from Facturation → Dépenses.

I don't want an expense for this purchase order.

Untick « Créer une dépense automatiquement » at the time of receipt. You can always create it later.

How do I pay the supplier?

Open the expense and record the payment: see Record a supplier payment.

Next steps