Accounts Payable

Accounts Payable (AP) manages all money owed to suppliers, tracking bills, payments, and vendor relationships.

Overview

Accounts Payable enables you to:

Track supplier bills
Manage payment schedules
Process vendor payments
Monitor aging balances
Reconcile vendor statements
Generate AP reports

Accessing Accounts Payable

Navigate to Finance → Accounts Payable from the main menu.

AP Dashboard

Overview

Accounts Payable Dashboard

Payables Summary:
├─ Total Outstanding: $234,567.89
├─ Due This Week: $45,678.90
├─ Overdue: $12,345.67
└─ Available Credit: $8,901.23

Aging Summary:
┌────────────────────────────────────────────────────────────────┐
│ Current    │ 1-30 Days │ 31-60 Days│ 61-90 Days│ Over 90    │
├────────────────────────────────────────────────────────────────┤
│ $145,678   │ $56,789   │ $23,456   │ $6,789    │ $1,856     │
│ 62%        │ 24%       │ 10%       │ 3%        │ 1%         │
└────────────────────────────────────────────────────────────────┘

This Week's Payments:
├─ Monday: $12,345.67 (5 bills)
├─ Wednesday: $18,456.78 (8 bills)
└─ Friday: $14,876.45 (6 bills)

[View All Bills] [Make Payment] [Payment Schedule]

Bill Management

Bills List

Bills - Accounts Payable

Filter: [All Suppliers ▼] [Status ▼] [Due Date ▼]

┌────────────────────────────────────────────────────────────────┐
│ Bill #      │ Supplier        │ Date     │ Due Date │ Amount  │Status│
├────────────────────────────────────────────────────────────────┤
│ BILL-2026-089│ ABC Electronics│ Jan 15   │ Feb 14   │$4,567.89│ Open │
│ BILL-2026-085│ Global Parts   │ Jan 12   │ Jan 27   │$8,234.56│ Open │
│ BILL-2026-078│ Tech Supplies  │ Jan 10   │ Jan 25   │$5,678.90│ Due  │
│ BILL-2026-065│ Fast Freight   │ Jan 08   │ Jan 23   │$1,234.56│Overdue│
│ BILL-2026-045│ Quality Mfg    │ Jan 05   │ Jan 20   │$3,456.78│ Paid │
└────────────────────────────────────────────────────────────────┘

Outstanding Total: $19,715.91
Selected: $0.00 (0 bills)

[+ New Bill] [Pay Selected] [Export]

Bill Detail

Bill: BILL-2026-089

Supplier: ABC Electronics
Bill Date: January 15, 2026
Due Date: February 14, 2026
Terms: Net 30
PO Reference: PO-2026-0156

Line Items:
┌────────────────────────────────────────────────────────────────┐
│ Description           │ GL Account   │ Qty   │ Price  │ Total │
├────────────────────────────────────────────────────────────────┤
│ Electronic Components │ 1200-01      │ 100   │ $35.99 │$3,599 │
│ Connector Cables      │ 1200-02      │ 50    │ $12.99 │ $649  │
│ Shipping              │ 5300         │ 1     │ $45.00 │ $45   │
├────────────────────────────────────────────────────────────────┤
│ Subtotal                                              │$4,293 │
│ Tax (6.4%)                                            │ $275  │
│ Total                                                 │$4,568 │
└────────────────────────────────────────────────────────────────┘

Payment Status:
├─ Amount Due: $4,567.89
├─ Paid: $0.00
└─ Balance: $4,567.89

Matching Status:
├─ Purchase Order: PO-2026-0156 ✓
├─ Receipt: RCV-2026-089 ✓
└─ Three-Way Match: Verified ✓

[Edit] [Duplicate] [Pay Bill] [Void]

Vendor Balances

Vendor Summary

Vendor Balances

Sort: [Balance ▼] [Name] [Oldest Due]

┌────────────────────────────────────────────────────────────────┐
│ Vendor            │ Open Bills │ Balance    │ Credits │ Net Due│
├────────────────────────────────────────────────────────────────┤
│ ABC Electronics   │ 8          │ $45,678.90 │ $500.00 │$45,179 │
│ Global Parts      │ 12         │ $34,567.89 │ $0.00   │$34,568 │
│ Tech Supplies     │ 5          │ $23,456.78 │ $234.56 │$23,222 │
│ Fast Freight      │ 15         │ $18,901.23 │ $0.00   │$18,901 │
│ Quality Mfg       │ 6          │ $15,678.90 │ $1,000  │$14,679 │
├────────────────────────────────────────────────────────────────┤
│ Total (45 vendors)│ 156        │ $234,567.89│ $8,901  │$225,667│
└────────────────────────────────────────────────────────────────┘

[View Details] [Export] [Print Statements]

Vendor Aging

Vendor Aging: ABC Electronics

Contact: John Smith | [email protected]
Payment Terms: Net 30
Credit Limit: $100,000

Aging Detail:
┌────────────────────────────────────────────────────────────────┐
│ Bill #       │ Date     │ Due Date  │ Amount  │ Aging         │
├────────────────────────────────────────────────────────────────┤
│ BILL-2026-089│ Jan 15   │ Feb 14    │$4,567.89│ Current       │
│ BILL-2026-078│ Jan 10   │ Feb 09    │$8,234.56│ Current       │
│ BILL-2026-045│ Dec 20   │ Jan 19    │$5,678.90│ 1-30 Days     │
│ BILL-2026-023│ Dec 05   │ Jan 04    │$3,456.78│ 31-60 Days    │
├────────────────────────────────────────────────────────────────┤
│ Current: $12,802.45                                            │
│ 1-30 Days: $5,678.90                                           │
│ 31-60 Days: $3,456.78                                          │
│ Total: $21,938.13                                              │
└────────────────────────────────────────────────────────────────┘

[Pay All] [Pay Selected] [Request Statement]

Payment Processing

Payment Run

Payment Run

Payment Date: January 22, 2026
Payment Method: [ACH Transfer ▼]
Bank Account: [Operating Account ▼]

Select Bills to Pay:
┌────────────────────────────────────────────────────────────────┐
│ [x] │ Vendor         │ Bill #       │ Due Date │ Amount       │
├────────────────────────────────────────────────────────────────┤
│ [x] │ ABC Electronics│ BILL-2026-078│ Jan 25   │ $5,678.90    │
│ [x] │ Global Parts   │ BILL-2026-065│ Jan 23   │ $8,234.56    │
│ [ ] │ Tech Supplies  │ BILL-2026-089│ Feb 14   │ $4,567.89    │
│ [x] │ Fast Freight   │ BILL-2026-045│ Jan 23   │ $1,234.56    │
└────────────────────────────────────────────────────────────────┘

Selection Criteria:
├─ [ ] All open bills
├─ [x] Bills due by: [01/25/2026]
├─ [ ] Bills from specific vendor
└─ [ ] Bills up to amount: $[_____]

Selected: 3 bills totaling $15,148.02
Bank Balance: $145,678.90
After Payment: $130,530.88

[Preview Payments] [Process Payment Run]

Single Payment

Record Payment

Vendor: ABC Electronics
Bank Account: [Operating Account ▼]

Payment Details:
├─ Payment Date: [01/22/2026]
├─ Payment Method: [ACH Transfer ▼]
├─ Reference: [ACH-2026-0089]
└─ Amount: $[5,678.90]

Apply to Bills:
┌────────────────────────────────────────────────────────────────┐
│ Bill #       │ Due Date │ Balance   │ Discount  │ Apply       │
├────────────────────────────────────────────────────────────────┤
│ BILL-2026-078│ Jan 25   │ $5,678.90 │ $0.00     │ $[5,678.90] │
│ BILL-2026-045│ Jan 23   │ $3,456.78 │ $0.00     │ $[0.00]     │
├────────────────────────────────────────────────────────────────┤
│ Payment Amount:                                  │ $5,678.90   │
│ Applied Amount:                                  │ $5,678.90   │
│ Unapplied:                                       │ $0.00       │
└────────────────────────────────────────────────────────────────┘

[Cancel] [Save Payment]

Payment Discount

Early Payment Discount

Bill: BILL-2026-089
Vendor: ABC Electronics
Terms: 2/10 Net 30

Discount Calculation:
├─ Bill Amount: $5,678.90
├─ Discount Rate: 2%
├─ Discount Amount: $113.58
├─ Discount Valid Until: January 25, 2026
└─ Net Payment: $5,565.32

Today: January 22, 2026
Discount Status: ✓ Eligible for discount

Payment Options:
○ Pay full amount: $5,678.90
● Take discount: $5,565.32 (save $113.58)

[Apply Discount and Pay]

Vendor Credits

Credit Management

Vendor Credits

Filter: [All Vendors ▼] [Status ▼]

┌────────────────────────────────────────────────────────────────┐
│ Credit #    │ Vendor         │ Date     │ Amount   │ Available │
├────────────────────────────────────────────────────────────────┤
│ VCR-2026-012│ ABC Electronics│ Jan 18   │ $500.00  │ $500.00   │
│ VCR-2026-008│ Tech Supplies  │ Jan 10   │ $234.56  │ $234.56   │
│ VCR-2026-005│ Global Parts   │ Jan 05   │ $1,000.00│ $0.00     │
└────────────────────────────────────────────────────────────────┘

Total Credits: $1,734.56
Available: $734.56
Applied: $1,000.00

[+ Record Credit] [Apply Credits]

Applying Credits

Apply Vendor Credit

Credit: VCR-2026-012
Vendor: ABC Electronics
Credit Amount: $500.00
Available: $500.00

Apply to Bills:
┌────────────────────────────────────────────────────────────────┐
│ Bill #       │ Due Date │ Balance   │ Apply                    │
├────────────────────────────────────────────────────────────────┤
│ BILL-2026-089│ Feb 14   │ $4,567.89 │ $[500.00]                │
│ BILL-2026-078│ Jan 25   │ $5,678.90 │ $[0.00]                  │
├────────────────────────────────────────────────────────────────┤
│ Credit Amount:                       │ $500.00                  │
│ Amount Applied:                      │ $500.00                  │
│ Remaining Credit:                    │ $0.00                    │
└────────────────────────────────────────────────────────────────┘

[Cancel] [Apply Credit]

AP Reports

Aging Report

AP Aging Report

As of: January 22, 2026

Summary by Aging Bucket:
┌────────────────────────────────────────────────────────────────┐
│ Aging Bucket  │ Amount      │ % of Total │ # of Bills         │
├────────────────────────────────────────────────────────────────┤
│ Current       │ $145,678.90 │ 62%        │ 89                 │
│ 1-30 Days     │ $56,789.12  │ 24%        │ 45                 │
│ 31-60 Days    │ $23,456.78  │ 10%        │ 15                 │
│ 61-90 Days    │ $6,789.01   │ 3%         │ 5                  │
│ Over 90 Days  │ $1,854.08   │ 1%         │ 2                  │
├────────────────────────────────────────────────────────────────┤
│ Total         │ $234,567.89 │ 100%       │ 156                │
└────────────────────────────────────────────────────────────────┘

Top 10 Vendors by Balance:
1. ABC Electronics: $45,678.90
2. Global Parts: $34,567.89
3. Tech Supplies: $23,456.78
4. Fast Freight: $18,901.23
5. Quality Mfg: $15,678.90

[Export] [Print] [Email]

Cash Requirements

Cash Requirements Report

Period: Next 30 Days

Weekly Requirements:
┌────────────────────────────────────────────────────────────────┐
│ Week         │ Bills Due │ Amount     │ Cumulative            │
├────────────────────────────────────────────────────────────────┤
│ Jan 20-26    │ 23        │ $45,678.90 │ $45,678.90            │
│ Jan 27-Feb 2 │ 34        │ $56,789.12 │ $102,468.02           │
│ Feb 3-9      │ 28        │ $34,567.89 │ $137,035.91           │
│ Feb 10-16    │ 19        │ $23,456.78 │ $160,492.69           │
├────────────────────────────────────────────────────────────────┤
│ 30-Day Total │ 104       │ $160,492.69│                       │
└────────────────────────────────────────────────────────────────┘

Available Funds:
├─ Operating Account: $145,678.90
├─ Savings Account: $250,000.00
└─ Total Available: $395,678.90

Coverage: ✓ Sufficient funds available

[Generate Forecast] [Export]

Payment History

Payment History

Vendor: ABC Electronics
Period: Last 12 Months

┌────────────────────────────────────────────────────────────────┐
│ Date      │ Reference   │ Method     │ Bills Paid │ Amount    │
├────────────────────────────────────────────────────────────────┤
│ Jan 15    │ ACH-2026-045│ ACH        │ 3          │ $12,345.67│
│ Dec 31    │ CHK-1234    │ Check      │ 5          │ $18,456.78│
│ Dec 15    │ ACH-2025-890│ ACH        │ 4          │ $15,678.90│
│ Nov 30    │ CHK-1198    │ Check      │ 6          │ $23,456.78│
│ Nov 15    │ ACH-2025-845│ ACH        │ 3          │ $9,876.54 │
├────────────────────────────────────────────────────────────────┤
│ YTD Total:                                        │$156,789.12│
└────────────────────────────────────────────────────────────────┘

Payment Statistics:
├─ Average Payment: $15,678.91
├─ Average Days to Pay: 28 days
└─ Discount Taken: $1,234.56

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Best Practices

Bill Processing

Enter bills promptly
Verify against POs
Use three-way match
Code to correct GL

Payment Management

Plan payment runs
Take early discounts
Maintain relationships
Track cash flow

Vendor Relations

Communicate proactively
Resolve disputes quickly
Review terms regularly
Monitor credit usage

Troubleshooting

Common Issues

Bill doesn't match PO

Check quantities
Verify pricing
Review terms
Contact vendor

Payment not applying

Verify vendor match
Check amounts
Review bill status
Clear duplicates

Aging report incorrect

Verify bill dates
Check payments posted
Review voided items
Reconcile vendor

Discount not available

Check payment date
Verify terms setup
Review discount period
Contact vendor

Accounts Payable ​

Overview ​

Accessing Accounts Payable ​

AP Dashboard ​

Overview ​

Bill Management ​

Bills List ​

Bill Detail ​

Vendor Balances ​

Vendor Summary ​

Vendor Aging ​

Payment Processing ​

Payment Run ​

Single Payment ​

Payment Discount ​

Vendor Credits ​

Credit Management ​

Applying Credits ​

AP Reports ​

Aging Report ​

Cash Requirements ​

Payment History ​

Best Practices ​

Bill Processing ​

Payment Management ​

Vendor Relations ​

Troubleshooting ​

Common Issues ​

Accounts Payable

Overview

Accessing Accounts Payable

AP Dashboard

Overview

Bill Management

Bills List

Bill Detail

Vendor Balances

Vendor Summary

Vendor Aging

Payment Processing

Payment Run

Single Payment

Payment Discount

Vendor Credits

Credit Management

Applying Credits

AP Reports

Aging Report

Cash Requirements

Payment History

Best Practices

Bill Processing

Payment Management

Vendor Relations

Troubleshooting

Common Issues