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DocumentationDay-to-day work

10 minutesTier: MediumFor: accountant

Accounts Payable

Use Accounts Payable (AP) to track what your business owes to suppliers, monitor payment deadlines with aging buckets, record payments, apply vendor credit, and export payables reports.

Before you start

  • License tier is Medium, Pro, or Enterprise (tiers)
  • Your user role has permissions for Purchases or Accounting
  • Suppliers exist (Suppliers) and purchase orders/bills are logged

Key Capabilities

  1. Invoices & Bills: Overview of all supplier invoices with live status tags (Open, Paid, Overdue, Draft).
  2. AP Aging Schedule: Categorizes debts into standard accounting buckets: Current, 1–30 days, 31–60 days, 61–90 days, and 90+ days.
  3. Record Payment: Log partial or full supplier payments using Cash, Bank Transfer, or Mobile Money with receipt references.
  4. Apply Credit Notes: Apply vendor refunds, discounts, or credit balances against pending bills.
  5. Export: Export payables lists and aging schedules directly to Excel or CSV.

Steps

1. Open Accounts Payable

  1. In the left sidebar, click Accounts Payable.
  2. Review the summary metric cards across the top:
    • Total Payables: Total amount billed across active supplier orders.
    • Outstanding Balance: Total unpaid debt currently owed to vendors.
    • Overdue: Amount that has passed its payment due date.
    • Paid This Period: Amount successfully settled in the current month.

2. Manage supplier bills

  1. On the Invoices / Bills tab, filter by status or search by supplier name or bill number.
  2. Select any bill to view line item breakdowns, order date, due date, and payment history.
  3. Click Record Payment to settle an invoice:
    • Choose the payment method (e.g. Bank, Cash, Mobile Money).
    • Enter the amount (supports partial payments).
    • Enter reference number (e.g. bank slip or cheque number) and confirm.

3. Review the Aging Schedule

  1. Switch to the Aging Schedule tab.
  2. Review supplier balances broken down across:
    • Current (due in the future)
    • 1–30 days overdue
    • 31–60 days overdue
    • 61–90 days overdue
    • 90+ days overdue
  3. Click any bucket or vendor to view the underlying unpaid invoices.

4. Export payables for accounting

  1. Click Export to Excel or Export to CSV.
  2. Choose where to save the report to share with management or external auditors.

What success looks like

  • Every purchase from a supplier has a clear payment record and due date.
  • No overdue supplier bills go unnoticed.
  • Cash flow forecasts stay accurate because upcoming liabilities are tracked.