Internal Consignor Purchase Billing Applet
Purpose and overview
What this applet is for
Internal Consignor Purchase Billing records the financial billing between your organisation and a consignor (supplier) after consignment activity has occurred. Each document has a header (company, branch, location, billing period, purchaser, status, references), the consignor account, line items with billable quantities and amounts, and optional payment lines for settlement.
The window title is Consignor Purchase Billing Applet; the sidebar entry is Internal Consignor Purchase Billing.
In a consignment model, ownership of stock usually stays with the consignor until agreed events occur (for example sales, consumption, transfer, or a settlement trigger agreed with the consignor). This applet is where you record what to bill the consignor for a period—not where you receive goods or place a standard purchase order.
How this document type compares to others
| Document | What it is for | When you use it |
|---|---|---|
| Purchase Order (Internal) | Creates a commitment to buy from a supplier | Before goods or services are confirmed |
| Purchase Invoice (Internal) | Records a supplier invoice in the standard purchase flow | When you receive and post a supplier invoice |
| Consignor Purchase Billing (this applet) | Records billing and settlement for consigned stock with the consignor | After consignment activity in the billing period |
| Consignment Billing (Internal) | Bills your customer for consigned stock used | Sales-side billing to the consignee |
Problems this applet helps solve
- One official billing record for each consignor billing cycle instead of spreadsheets or email.
- Clear billable quantities on each line, with Total and Tax summarised on the Line Item tab.
- Settlement lines on the same document when finance records how payment was made.
Where to work in the menu
- Internal Consignor Purchase Billing — listing, create, edit (CREATE / SAVE), lines, and payments.
- Settings and Personalization — defaults, fields, print formats, permissions, and sidebar layout (when your administrator enables them).
Where this applet fits (consignment context)
| Stage | Purpose | Where to read more |
|---|---|---|
| Consignment GRN | Receive consigned goods into stock | Internal Consignment GRN |
| Consignment usage / movement | Track sold, consumed, or moved quantity | Customer Consignment |
| Consignor purchase billing (this applet) | Calculate and record billable quantity and amounts for the consignor | This guide |
| Bill the consignee | Invoice the customer for consignment usage | Consignment Billing (Internal) |
| Standard purchase order | Commit to buy outside consignment billing | Purchase Order (Internal) |
What triggers billing? Your finance and operations team define this—for example a monthly billing cycle (Start Date / End Date on the document), quantity sold or consumed in that period, or quantities approved for billing. Use the table above and your internal policy together.
Before you begin
- You need permission to use Internal Consignor Purchase Billing (create/open/edit as defined for your role).
- Company, branch, and location (store) must be valid in master data. Branch and location are required on the document before you can save a new record.
- You must complete Account (consignor / supplier entity) so the account form is valid—CREATE and SAVE stay disabled until this is true.
- You must add at least one line item before CREATE or SAVE—the applet enforces a non-empty Line Item grid.
- Items you add on lines must be consignment items available in Search Item, and your pricing rules must allow the line to be completed.
- Payment lines are normally added after the billing document exists (open from the listing, then SAVE). Finance should agree when settlement is recorded.
Who uses this applet
| Role | Main responsibility |
|---|---|
| Finance / Accounts Payable / Consignment operations | Create billing records, verify amounts and tax, add Payment lines, coordinate settlement |
| Inventory / operations | Supply correct stock figures and item context for lines; may own Reference / Remarks |
| Procurement / buying | Support purchaser and consignor selection when your process assigns that to buying |
| Administrator | Settings / Personalization: defaults, printable formats, field visibility, permissions |
Key features
Quick start: billing operations
Goal: Create a consignor purchase billing the system accepts when you click CREATE.
- Open Internal Consignor Purchase Billing (title Consignor Purchase Billing Applet).
- On Consignor Purchase Billing Listing, click Create (
+). - Main Details — Set Start Date and End Date to the billing period you are recording (for example the month you are settling with the consignor). Choose Company, Branch, and Location; set Status to ACTIVE for normal work. Add Reference / Remarks if your team uses them. Click Purchaser Agent to open Main Select Purchaser Listing and pick the internal person responsible for this billing case.
- Account — Select the consignor (supplier) for this billing using Select Consignor Listing.
- Line Item — Click Create (
+) on the line grid. In Select Line Item, use Search Item, pick the product, then on Add Item complete Calculations (opening stock, net purchase, closing stock—see Calculations and Quantity To Bill) and Item Details (pricing and tax). Click ADD to attach each line. Check Total and Tax above the grid. - Click CREATE when it is enabled.
What happens next
- A success message appears and you return to the listing.
- Open the new row to add or change lines, record Payment lines (finance), or Export a PDF when needed.
Quick start: finance / AP
Goal: Review amounts on an existing billing and record payment / settlement.
- Open a row from Consignor Purchase Billing Listing (Edit Consignor Purchase Billing).
- On Line Item, check Quantity To Bill, Txn Amount, and tax columns against your consignment records. Confirm Total and Tax above the grid.
- Open Payment. Click Add (
+), choose settlement method (CASH, BANK_TRANSFER, CHEQUE, CREDIT_CARD, VOUCHER, CASH_BACK, MEMBERSHIP_POINT_CURRENCY, or others your organisation lists). Complete Date, Amount, and any method-specific fields (Transaction No, Cheque No, card details, and so on). Click ADD on the payment form. - Click SAVE when enabled.
- Optional: open Export, choose a Printable Format, and use EXPORT AS PDF for a copy for the consignor or your files.
Consignor Purchase Billing Listing
Who: Anyone working documents day to day.
Use Consignor Purchase Billing Listing to:
- Start Create (
+). - Use advanced search to narrow rows.
- Click a row to open Edit Consignor Purchase Billing.
- Work with the grid (pagination, columns, filters): columns include Company Name, Branch, Consignor, Consignor Name, Start Date, End Date, Status.
Create Consignor Purchase Billing
Screen title: Create Consignor Purchase Billing.
Buttons
- CREATE — Saves a new billing. Enabled when Main Details is complete, a consignor is selected on Account, and there is at least one line on Line Item.
Tabs: Main Details, Account, Line Item, Payment.
Main Details — what each field is for
| Field | Purpose (why it matters) | How to fill |
|---|---|---|
| Start Date / End Date | Define the billing cycle and reporting period for this record. | Pick dates that match the cycle your finance team uses with the consignor. |
| Company | Which legal entity owns this billing. | Select from the company list. |
| Branch | Which branch owns or processes this billing. Required. | Select branch after company as needed. |
| Location | Store or location context for the billing. Required. | Select location for the chosen branch. |
| Purchaser Agent* | Internal person responsible for this billing case (tracking and coordination). | Create: click the field to open Main Select Purchaser Listing. Edit: the field shows the saved name; if you must change it after save, follow your administrator’s correction process. |
| Status | ACTIVE or INACTIVE for whether this billing header is treated as live or inactive in your workflow. Required. | Choose ACTIVE for normal work. |
| Reference | Your external or internal reference (supplier memo, case ID, cycle id)—whatever your team agreed for tracing this billing. | Free text. |
| Remarks | Longer narrative (negotiations, exclusions, footnotes for auditors). | Optional; character count shown in the UI. |
Account — select the consignor
Purpose: Attach the consignor (supplier) entity that this billing is for. Without a valid account selection, CREATE / SAVE stay disabled.
Open Account. Use select entity / consignor actions to open Select Consignor Listing, choose or create the supplier, and complete entity maintenance (Supplier Create, Supplier Edit, addresses, tax, contacts, branches, categories, item pricing, companies, and related screens) when your role allows.
Line items — Search Item and Add Item
Purpose: Line items determine billing values, taxes, and totals for the document.
Path from the document
- On Create or Edit, open the Line Item tab.
- Click Create (
+) on the line toolbar — opens Select Line Item. - Use Search Item to find a consignment item.
- Open Add Item with tabs Calculations and Item Details.
- On Calculations, enter Opening Stock, Net Purchase, and Closing Stock; the screen calculates Quantity To Bill (see below).
- On Item Details, enter pricing, quantity, discounts, and tax until Txn Amount is correct.
- Click ADD to attach the line.
What you see on the Line Item tab
The grid shows each line with Item Code, Opening Stock, Net Purchase, Closing Stock, Quantity To Bill, SST/VAT/GST, and Txn Amount. Total and Tax above the grid summarise all lines.
Opening Stock, Net Purchase, and Closing Stock are inventory reference figures that support the billing calculation—they are not the payment amount by themselves. The amount you bill is reflected in Quantity To Bill and Txn Amount on each line.
Calculations and Quantity To Bill
When you add or edit a line, open Add Item → Calculations.
| Field | What it means |
|---|---|
| Opening Stock | Stock on hand at the start of the billing period (for this item). |
| Net Purchase | Net consignment movement into stock during the period (purchases or receipts your process counts). |
| Closing Stock | Stock on hand at the end of the period. |
| Quantity To Bill | Billable quantity for this line—calculated as Opening Stock + Net Purchase − Closing Stock. |
Quantity To Bill is the quantity of consigned inventory that has become billable for this billing cycle. It is not the same as:
- Quantity on a Purchase Order (Internal)
- Quantity received on a consignment GRN alone
- Total warehouse on-hand stock unrelated to the billing period
Your organisation defines how you obtain opening, net purchase, and closing figures (for example from consignment reports or operations). Enter the values agreed with finance, then complete Item Details so Txn Amount reflects price and tax for that billable quantity.
Payment tab — settlement and fields
Purpose: Record how settlement was made—method, amount, date, and reference numbers—on the saved billing document.
When to use it: After the billing exists in the listing. Open Edit Consignor Purchase Billing, go to Payment, then add lines and click SAVE on the document.
- On Payment, click Add (
+) to open Add Payment. - Choose a settlement method. Fields shown depend on the method:
- CASH — Date, Amount, Remarks.
- CASH_BACK — Date, Cash Back, Amount, Cash Back for Settlement (read-only), Remarks.
- CREDIT_CARD — Date, Amount, Remarks, Card No, Name on Card, Card Issuer, Type, Card Expiry, CVV.
- VOUCHER — Voucher #, Amount, Remarks.
- BANK_TRANSFER — Date, Amount, Transaction No, Remarks.
- MEMBERSHIP_POINT_CURRENCY — Date, Point CCY, Amount, Point Currency for Settlement, Remarks.
- CHEQUE — Date, Amount, Cheque No, Remarks.
- Click ADD when the form is complete.
CREATE does not require payment lines—only a valid header, consignor on Account, and at least one line item. The Payment tab is visible on create, but finance should normally add payments after CREATE, on the edit screen.
The Payment tab also shows Total (payments recorded) and Outstanding (line total minus payments) when amounts are entered.
Edit Consignor Purchase Billing
Screen title: Edit Consignor Purchase Billing.
- SAVE — Same rule as CREATE: complete Main Details, consignor on Account, at least one line.
- RESET — Discards unsaved changes on the current edit session and reloads the last saved state.
- Tabs: Main Details, Account, Line Item, Payment, Export.
Export (edit only)
Open Export, choose a Printable Format configured under Settings → Printable Format Settings, then click EXPORT AS PDF for a printable copy. Formats are set up by your administrator.
Posting and FINAL in this applet
Unlike Consignment GRN (Internal) or Purchase Invoice (Internal), this applet uses operational status on the header (ACTIVE / INACTIVE) rather than posting buttons such as FINAL or VOID on the create and edit screens.
Day-to-day actions here are CREATE (first save), SAVE (updates), and RESET (on edit). Do not assume the same DRAFT / FINAL / VOID lifecycle as other purchase documents unless your administrator describes extra steps outside this applet.
Status reference
Header status (Main Details)
| Value | Meaning | Typical use |
|---|---|---|
| ACTIVE | Billing header is live for processing. | Normal documents. |
| INACTIVE | Billing header marked inactive. | Retired or superseded cycles—confirm meaning with finance. |
Listing Status column
The listing shows status from the billing header (same ACTIVE / INACTIVE family as above). Sort and filter using the grid as needed.
Worked example (illustrative)
Your codes will differ; this shows order of operations only.
- Create — Company HQ, Branch KL, Location Main DC. Period 2026-04-01 to 2026-04-30. Reference
CSG-PB-2026-04. Purchaser Agent = Jane. Status ACTIVE. - Account — Consignor SUP-001 / Vendor Alpha.
- Line Item — Search Item → Calculations: Opening 100, Net Purchase 50, Closing 40 → Quantity To Bill 110. Item Details: price and tax until Txn Amount shows MYR 1,200.00. ADD.
- CREATE — New row appears with Consignor SUP-001, April dates, Status ACTIVE.
- Edit (finance) — Add Payment (for example BANK_TRANSFER) for MYR 1,200.00, SAVE.
If something is wrong
| Symptom | Likely cause | What to do |
|---|---|---|
| CREATE stays disabled | Missing branch or location, consignor not selected on Account, or no lines on Line Item. | Complete required Main Details, select consignor on Account, add at least one line. |
| SAVE stays disabled on edit | Same as CREATE. | Keep required fields complete and at least one line on the document. |
| Success message mentions “purchase order” | Message text may not match this document type. | If the new row appears in the listing, the billing was saved—use the listing as confirmation. |
| Cannot find item in Search Item | Item not set up for consignment or not visible to your role. | Ask your administrator to check the item master. |
| Payment ADD disabled | Settlement method not chosen or required fields missing. | Select a method first; enter Amount and other required fields for that method. |
| Purchaser Agent cannot be changed on edit | Purchaser is chosen on create; edit screen may not offer the picker again. | Follow your administrator’s process to correct purchaser after save. |
| Quantity To Bill looks wrong | Opening, Net Purchase, or Closing entered incorrectly. | Recheck figures on Calculations; formula is Opening + Net Purchase − Closing. |
Configuration and settings
Administrators configure the applet under Settings and Personalization in the sidebar.
Settings
| Area | What it controls |
|---|---|
| Feature Visibility | Which menus and features users see |
| Default Selection | Default branch and location on new billings |
| Printable Format Settings | PDF layouts for Export |
| Field Settings | Which fields appear and which are mandatory |
| Webhook | Notifications to external systems when documents change |
| Permission Set / User / Team / Role | Who can create, edit, or view billing and pricing |
Personalization
| Area | What it controls |
|---|---|
| Personal Default Selection | Your own default branch and location (overrides organisation defaults) |
| Sidebar | Layout of your sidebar menu |
Permissions
- If Create is missing or CREATE / SAVE never enables, your role may lack permission or Feature Visibility may hide functions.
- Administrators adjust permission listings and Field Settings for your organisation.
Related documentation
- Internal Consignment GRN
- Customer Consignment
- Consignment Billing (Internal)
- Consignment Return (Internal)
- Purchase Invoice (Internal)
- Purchase Order (Internal)
Frequently asked questions
What is the minimum I must complete before CREATE?
Valid Main Details (including branch, location, and status), a consignor selected on Account, and at least one line item. Payment lines are not required for CREATE.
What happens after I click CREATE?
The billing is saved, a success message appears, and you return to the listing. Open the row again to add Payment lines, change lines, or Export a PDF.
How is billable quantity determined?
On Add Item → Calculations, enter Opening Stock, Net Purchase, and Closing Stock. The screen calculates Quantity To Bill as Opening + Net Purchase − Closing. What those three numbers represent depends on your organisation’s consignment policy (for example sold quantity, consumed quantity, or figures from operations reports). See Calculations and Quantity To Bill.
How is this different from Consignment Billing (Internal)?
Consignment Billing (Internal) bills your customer for consignment usage. This applet records consignor purchase billing—amounts owed to or settled with the consignor (supplier).
How is this different from a Purchase Order or Purchase Invoice?
A Purchase Order (Internal) is a commitment to buy. A Purchase Invoice (Internal) records a standard supplier invoice. Consignor Purchase Billing records billing for consigned stock with the consignor after activity in the billing period—it does not replace either of those documents.
Is this a purchase order?
No. This is Consignor Purchase Billing, not a purchase order. See the comparison table in Purpose and overview.
Where is FINAL?
There is no FINAL button on create or edit screens. Use CREATE and SAVE, and header Status ACTIVE / INACTIVE. See Posting and FINAL in this applet.
Do I need a payment line before CREATE?
No. Add Payment lines after the billing is created—open it from the listing, add payments on Payment, then SAVE.
How do lines get money and tax?
Complete Calculations for Quantity To Bill, then on Item Details enter pricing and tax. The line Txn Amount and tax columns update; Total and Tax on the Line Item tab summarise all lines.
Why can’t I change Purchaser Agent on edit?
Purchaser is normally selected when you create the billing. If you must change it after save, use the correction process your administrator provides.
Glossary
- Consignor purchase billing — Billing document for amounts due to or settled with a consignor for a period.
- Consignor — Supplier who owns consigned stock; selected on Account.
- Quantity To Bill — Billable quantity on a line (Opening Stock + Net Purchase − Closing Stock on Calculations).
- Purchaser Agent — Internal person responsible for the billing case on the header.
- Txn Amount — Transaction amount on a line or payment.
- Search Item — Screen to pick a consignment item before Add Item.