Money · Purchases (Bills & Purchase Orders)

Purchases (Bills & Purchase Orders)

The Purchases area records what you buy from suppliers — first as an optional Purchase Order, then as a Purchase Bill you owe and later pay.

Where: Purchases → Purchase Orders and Purchases → Purchase Bills.

Access: On the plan page, Purchases (Purchase Bill + Purchase Order) is presented as an Essential feature. In-app, whether you see Purchases is controlled by your user permissions (your role's purchase access). See Plans & Billing.

Purchase Orders

A Purchase Order (PO) is what you send a supplier to order goods/services before you're billed. It doesn't affect your accounts on its own — it's a commitment document. When the supplier bills you, convert/record it as a Purchase Bill.

Purchase Bills

A Purchase Bill is the supplier's invoice to you — money you owe (accounts payable). Recording a bill:

Picks the supplier (a Contact of type Supplier).
Lists the items or expense lines, with amounts and SST tax.
Posts a balanced journal entry: the expense/asset side, and Trade Payables (what you owe).

The bill's outstanding amount appears in your payables and on the outstanding bills view (and the AI: "bil mana belum bayar").

Paying a bill

Record a payment against the bill when you pay the supplier. ASPLUS:

Reduces the outstanding amount and posts the payment journal entry (bank/cash out, payables down).
Flips the bill to Paid once it's fully settled.
Guards against overpayment (you can't pay more than the outstanding) and against paying an already-paid bill.

How purchases feed your reports & SST

Bills increase your expenses/costs in the Profit & Loss (by the accounts on the lines).
Unpaid bills sit in Trade Payables on the Balance Sheet.
The SST on your bills is the input tax in the SST-02 return (output tax − input tax = net).

So accurate bills keep your costs, payables and SST input tax correct.

Scan a bill instead of keying it

You can capture a supplier bill with the AI Document Scanner — upload the photo/ PDF and ASPLUS reads it, routing bills to a bill-review screen. See Banking & Transactions → OCR.

Purchases FAQ

Why can't I see the Purchases menu?

Purchases access is controlled by your user permissions. If a team member can't see Purchases, an owner/admin can grant them the purchase permission. (On the plan page, Purchases is marketed as an Essential feature — see Plans & Billing.)

Do I have to create a Purchase Order before a Bill?

No. POs are optional — use them when you want a formal order document. You can go straight to a Purchase Bill when the supplier bills you.

My bill total doesn't match its line items (Books Integrity flagged it)

Re-open the bill and check the line amounts and tax add up to the header total. Books Integrity flags header-vs-items mismatches because they distort your books — see Reports → Books Integrity.

I paid a bill but it still shows outstanding

Confirm the payment amount fully covers the bill — a partial payment leaves a balance. The bill flips to Paid only when fully settled. If a fully-paid bill still shows outstanding, check for a payment recorded against the wrong bill.