Accounts payable

Vendor invoices, debit invoices and payments work exactly like their sales counterparts, against the same chart and the same reporting.

  • A flexible entry screen taking several accounts, taxes and payments at once.
  • Any number of payable accounts.
  • Split a purchase across accounts, projects and departments.
  • Due date and tax from the vendor’s terms and tax code.
  • Aged payables for all vendors or one.
  • Outstanding-balance and tax-paid reports.
  • Pay several invoices in one posting, from any bank account.
  • Match a vendor invoice against the purchase order it came from.

Where to find it AP › Add Transaction  ·  AP › Vendor Invoice  ·  AP › Reports  ·  Cash › Payment

Entering a vendor invoice

AP › Vendor Invoice is for goods that go into stock; AP › Add Transaction is for everything else — rent, utilities, a subcontractor.

  1. Pick the vendor. Terms, currency, tax codes and their part numbers come from the record; the due date is worked out from the terms.
  2. Type the vendor’s invoice number into Invoice Number and, if it settles a purchase order, the PO number into Order Number — or open the purchase order and press Vendor Invoice to carry its lines across.
  3. On a stock invoice, enter part numbers and quantities; the cost you key becomes the part’s last cost and feeds average cost. On a transaction, enter one line per expense account.
  4. Tax rows are calculated from the vendor’s codes. Add a payment row if you paid on receipt.
  5. Post. The stock is received into the chosen warehouse and the liability goes to the payables account shown in Record in.
A vendor invoice open for editing with stock lines and VAT
VI-5001: seven stock lines with the vendor’s part numbers, VAT, and the balance outstanding.
An AP transaction entry screen with vendor selected
AP › Add Transaction: the non-stock side, one line per expense account.

Paying and reporting

  1. Cash › Payment pays one vendor; Cash › Payments pays many. Tick the invoices, set the account and date, post.
  2. AP › Reports › Transactions and Outstanding list vendor invoices with the same column picker as the AR side; AP Aging ages the balances.
  3. Tax paid totals input tax by code for the return; Non-taxable lists the exempt purchases.
The AP report screen with filters and column tick boxes
The AP report builder.
AP transactions report
The payables ledger: every open vendor invoice, with what has been paid against it.
Aged payables report
What is due to whom, aged into 30, 60 and 90-day buckets, per currency.
Tax paid report grouped by tax account
Input tax by code, ready for the return.
Payment screen listing a vendor’s open invoices
Paying a vendor: their open invoices, ready to settle in one posting.

More screens

Purchase order report
The orders those invoices arrive against.
Vendors →

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