Data model

Trace a supplier invoice from source evidence to decision and payment.

27 tables · 50 relationships

Data model 27 tables

Data modelTable names and relationships

How the model is organised

Supplier records

Vendors, VendorContacts and OneOffPayees hold identity and permitted payment information. Employees is a scoped identity reference, not a payroll subsystem.

Vendors
VendorContacts
OneOffPayees hold identity
permitted payment information

Purchasing evidence

PurchaseOrders, POLineItems, GoodsReceipts and ReceiptLineItems retain the basis for matching. Declare their upstream or standalone ownership.

PurchaseOrders
POLineItems
GoodsReceipts
ReceiptLineItems retain the basis for matching

Invoice work

Bills links to BillLines, attachments, decisions and disputes. VendorCredits retains available and applied credit amounts.

Bills links to BillLines
attachments
decisions
disputes

Payment work

PaymentRuns and PaymentRunItems connect selected obligations to Payments and PaymentBatches. Keep decision, transmission and settlement outcomes separate.

PaymentRuns
PaymentRunItems connect selected obligations to Payments
PaymentBatches

Reporting evidence

Form1099Tracking and Form1099Filings retain the reporting basis, recipient snapshot and partner result.

Form1099Tracking
Form1099Filings retain the reporting basis
recipient snapshot
partner result

Keys and references

Keep stable source identifiers for imported suppliers, invoices, orders, receipts and bank events. A retry must resolve to its original occurrence. References support traceability; they do not bypass field or supplier access restrictions.

Migration order

Configure organization identities, role scopes and source ownership.
Import verified suppliers, contacts, terms and permitted account references.
Reconcile order and receipt evidence where matching is used.
Load open bills and credits with their actual outstanding balances.
Reconcile in-flight payments and reporting handoffs before enabling automation.

Tables

Find a table 27 tables

VendorsThe AP-side vendor master. Includes legal-name + EIN identity, W-9master

Field	Type	Required	Details
`VendorNumber`	text	yes
`Name`	text	yes	Legal name as it appears on the W-9
`DBAName`	text		Doing-business-as if different
`EIN`	text		US Employer ID Number — masked except AP Manager / Controller / Admin
`TaxIDType`	select		EIN, SSN, ITIN
`ClassifiedAs`	select	yes	Corporation, SCorporation, Partnership, LLC, SoleProprietor, Individual, NonProfit, Government, Other
`W9OnFile`	toggle	yes	Required before any 1099-NEC eligible payment runs
`W9FileURL`	text
`Default1099Eligible`	toggle	yes	Default for 1099-NEC (verify reporting rules for the TaxYear and form/box)
`Default1099Box`	select		NEC-Box1, MISC-Box1-Rents, MISC-Box3-Other, MISC-Box6-Medical, NotApplicable
`PaymentTerms`	select	yes	DueOnReceipt, Net15, Net30, Net45, Net60, 2-10-Net30, 1-10-Net30, 2-15-Net45
`RemitToAddress`	text	yes	Mailing address for paper checks
`BankName`	text
`BankAccount`	text		Masked — visible to AP Manager / Controller / Admin only
`RoutingNumber`	text		US ABA — masked
`ACHAuthorized`	toggle	yes	Vendor has signed ACH authorization on file
`ACHAuthFileURL`	text
`BankAccountVerifiedBy`	reference		→ Employees (second-pair-of-eyes verifier)
`BankAccountVerifiedAt`	date
`DefaultGLAccount`	text		GL hint for OCR-parsed bills
`DefaultDepartment`	text
`Status`	select	yes	PendingW9, Active, OnHold, Suspended, Closed
`Source`	select		DirectVendor, SubcontractorPayApp, ExpenseReimbursement, OneOffPayee
`Active`	toggle	yes

VendorContactsNamed contacts at each vendor — AP contact, account manager, Line item of Vendors.line item

Field	Type	Required	Details
`Vendor`	reference	yes	→ Vendors
`ContactType`	select	yes	APContact, AccountManager, RemittanceContact, Sales, Other
`FullName`	text	yes
`Title`	text
`Email`	text
`Phone`	text
`Primary`	toggle		Marks the default per ContactType
`Active`	toggle	yes

PurchaseOrdersPO header. Read-only mirror from scm-procurement when that app ismaster

Field	Type	Required	Details
`PONumber`	text	yes
`Vendor`	reference	yes	→ Vendors
`PODate`	date	yes
`ExpectedDeliveryDate`	date
`RequestedBy`	text		Originating cost-center contact
`Department`	text
`ProjectCode`	text		Optional cost-tag
`Currency`	select	yes	USD default
`Subtotal`	formula	yes	fx: SUM(POLineItems.LineTotal)
`Tax`	currency
`Total`	formula	yes	fx: Subtotal + Tax
`Status`	select	yes	Open, PartiallyReceived, FullyReceived, Closed, Cancelled
`Source`	select	yes	Procurement, ManualHere, Imported

POLineItemsPO lines — what was ordered. The line-level grain for three-way Line item of PurchaseOrders.line item

Field	Type	Required	Details
`PurchaseOrder`	reference	yes	→ PurchaseOrders
`LineNumber`	number	yes
`ItemDescription`	text	yes
`SKU`	text
`GLAccount`	text		Default expense account hint
`QuantityOrdered`	number	yes
`UnitOfMeasure`	select		Each, Hour, Day, Lb, Gallon, Foot, Other
`UnitPrice`	currency	yes
`LineTotal`	formula	yes	fx: QuantityOrdered × UnitPrice
`QuantityReceived`	number		Rollup from ReceiptLineItems
`QuantityBilled`	number		Rollup from BillLines

GoodsReceiptsGoods-receipt header. Read-only mirror from scm-procurement whentransaction

Field	Type	Required	Details
`ReceiptNumber`	text	yes
`PurchaseOrder`	reference	yes	→ PurchaseOrders
`Vendor`	reference	yes	→ Vendors (denorm)
`ReceivedDate`	date	yes
`ReceivedBy`	text		Receiving-dock contact
`PackingSlipNumber`	text
`Status`	select	yes	Draft, Confirmed, Returned, Disputed
`Source`	select	yes	Procurement, ManualHere, Imported

ReceiptLineItemsReceipt lines — what physically arrived. Joins to POLineItems by Line item of GoodsReceipts.line item

Field	Type	Required	Details
`GoodsReceipt`	reference	yes	→ GoodsReceipts
`POLineItem`	reference	yes	→ POLineItems
`LineNumber`	number	yes
`QuantityReceived`	number	yes
`ConditionNotes`	text		Damage / partial-shipment notes

BillsVendor bill header. The center-of-gravity table. Lifecycle: Drafttransaction

Field	Type	Required	Details
`BillNumber`	text	yes	Internal sequence
`VendorInvoiceNumber`	text	yes	Vendor's own invoice number
`Vendor`	reference	yes	→ Vendors
`PurchaseOrder`	reference		→ PurchaseOrders (null for non-PO bills like utilities)
`BillDate`	date	yes
`ReceivedDate`	date	yes	Date AP received the invoice
`DueDate`	date	yes
`Department`	text		Cost-center for approver-scope routing
`ProjectCode`	text
`Currency`	select	yes	USD default
`Subtotal`	formula	yes	fx: SUM(BillLines.Amount)
`Tax`	currency
`Total`	formula	yes	fx: Subtotal + Tax
`AmountPaid`	currency		Rollup from Payments
`AmountOutstanding`	formula	yes	fx: Total − AmountPaid
`DaysPastDue`	formula		max(0, calendar days between DueDate and the report as-of date) when AmountOutstanding > 0; display only
`Status`	select	yes	Draft, PendingMatch, PendingApproval, Approved, PartiallyPaid, Paid, Voided, Disputed
`Source`	select	yes	Email, OCR, Manual, Recurring, SubcontractorPayApp, OneOffPayee
`RecurringBill`	reference		→ RecurringBills (when generated)
`Is1099Reportable`	toggle	yes	Defaults from Vendor.Default1099Eligible — overridable per bill
`Form1099Box`	select		NEC-Box1, MISC-Box1-Rents, MISC-Box3-Other, MISC-Box6-Medical, NotApplicable
`GLPostedAt`	date		Stamped on JE post over in fin-accounting
`GLJournalEntryRef`	text		fin-accounting JournalEntryNumber

BillLinesBill expense lines. Each line carries its GL account, project / Line item of Bills.line item

Field	Type	Required	Details
`Bill`	reference	yes	→ Bills
`LineNumber`	number	yes
`Description`	text	yes
`POLineItem`	reference		→ POLineItems (null for non-PO bills)
`GLAccount`	text	yes	Expense account
`Department`	text		Cost-center override per line
`ProjectCode`	text
`Quantity`	number
`UnitPrice`	currency
`Amount`	currency	yes	Line subtotal
`TaxAmount`	currency
`Is1099Line`	toggle		Per-line override of 1099 reportability (e.g. exclude freight / merch)

BillAttachmentsAttached documents — vendor invoice PDF, supporting docs, OCR Line item of Bills.line item

Field	Type	Required	Details
`Bill`	reference	yes	→ Bills
`FileName`	text	yes
`FileURL`	text	yes
`AttachmentType`	select	yes	VendorInvoicePDF, SupportingDoc, OCRSource, ContractRef, DisputeCorrespondence, Other
`UploadedBy`	reference		→ Employees
`UploadedAt`	date	yes
`Source`	select	yes	Email, ManualUpload, OCRPipeline, VendorPortal

ThreeWayMatchResultsOne row per Bill match attempt. Captures the per-line outcome —transaction

Field	Type	Required	Details
`Bill`	reference	yes	→ Bills
`MatchTolerance`	reference	yes	→ MatchTolerances (config snapshot at time of match)
`MatchedAt`	date	yes
`POMatch`	select	yes	Match, NoPOFound, Mismatch
`ReceiptMatch`	select	yes	Match, NoReceiptFound, PartialReceipt, Mismatch
`QuantityVariancePercent`	number		Worst-line variance
`DollarVariancePercent`	number		Worst-line variance
`LineDiscrepancyCount`	number	yes	Count of BillLines with variance > tolerance
`Outcome`	select	yes	FullMatch, PartialMatch, Mismatch, NonPOBill
`DiscrepancyNotes`	text		Free-text summary

MatchTolerancesConfigurable variance tolerances for the three-way match engine.master

Field	Type	Required	Details
`ToleranceCode`	text	yes
`Name`	text	yes
`Scope`	select	yes	Global, Department, ProjectCode
`ScopeValue`	text		Department or ProjectCode when Scope is not Global
`QuantityVariancePercent`	number	yes	e.g. 5 = ±5% qty allowed
`DollarVariancePercent`	number	yes	e.g. 2 = ±2% unit-price allowed
`AbsoluteDollarFloor`	currency		Discrepancies under this dollar amount auto-pass
`EffectiveFrom`	date	yes
`EffectiveTo`	date
`Active`	toggle	yes

BillApprovalMatrixThe tiered approval ladder — amount band to required approvermaster

Field	Type	Required	Details
`TierCode`	text	yes
`TierName`	text	yes
`MinAmount`	currency	yes	Inclusive
`MaxAmount`	currency		Exclusive — null = no upper bound
`RequiredRole`	select	yes	AutoApprove, Approver, APManager, Controller, CFO
`Department`	text		Optional scope to a single cost-center
`Sequence`	number	yes	Order in the approval chain when multiple tiers apply
`Active`	toggle	yes

BillApprovalStepsAudit trail — one row per required approval step per Bill, with Line item of Bills.line item

Field	Type	Required	Details
`Bill`	reference	yes	→ Bills
`ApprovalMatrix`	reference	yes	→ BillApprovalMatrix (tier applied)
`Sequence`	number	yes
`AssignedTo`	reference	yes	→ Employees
`AssignedAt`	date	yes
`Decision`	select	yes	Pending, Approved, Rejected, Delegated
`DecisionAt`	date
`DecisionNotes`	text
`DelegatedTo`	reference		→ Employees

RecurringBillsTemplates for recurring vendor expenses — rent, softwaremaster

Field	Type	Required	Details
`TemplateCode`	text	yes
`Name`	text	yes
`Vendor`	reference	yes	→ Vendors
`Frequency`	select	yes	Weekly, Monthly, Quarterly, SemiAnnual, Annual
`NextRunDate`	date	yes
`Amount`	currency	yes
`GLAccount`	text	yes
`Department`	text
`ProjectCode`	text
`EndDate`	date
`Active`	toggle	yes

PaymentRunsWeekly (or on-demand) payment-batch header. Lifecycle: Drafttransaction

Field	Type	Required	Details
`RunNumber`	text	yes
`RunDate`	date	yes
`ScheduledPayDate`	date	yes
`BankAccount`	text	yes	Source bank account (the firm's)
`Status`	select	yes	Draft, Approved, Funded, Posted, Cancelled
`TotalAmount`	formula	yes	fx: SUM(PaymentRunItems.Amount)
`TotalDiscountTaken`	formula	yes	fx: SUM(PaymentRunItems.DiscountTaken)
`ItemCount`	number	yes	Rollup
`ApprovedBy`	reference		→ Employees (AP Manager)
`ApprovedAt`	date
`FundedAt`	date
`Notes`	text

PaymentRunItemsOne row per Bill (or OneOffPayee) selected for payment in this Line item of PaymentRuns.line item

Field	Type	Required	Details
`PaymentRun`	reference	yes	→ PaymentRuns
`Bill`	reference		→ Bills (null when paying a OneOffPayee)
`OneOffPayee`	reference		→ OneOffPayees (null when paying a Bill)
`Vendor`	reference		→ Vendors (denorm)
`GrossAmount`	currency	yes	Bill.AmountOutstanding before discount
`DiscountTaken`	currency		From an EarlyPayDiscounts row
`EarlyPayDiscount`	reference		→ EarlyPayDiscounts
`Amount`	formula	yes	fx: GrossAmount − DiscountTaken
`PaymentMethod`	select	yes	ACH, Check, Wire, CardPay
`RemitToAddress`	text		Snapshot at time of run
`Memo`	text		Appears on remittance advice
`Status`	select	yes	Selected, Held, Approved, Released

PaymentsThe actual disbursement record — one per Bill (or OneOffPayee)transaction

Field	Type	Required	Details
`PaymentNumber`	text	yes
`PaymentRunItem`	reference		→ PaymentRunItems (null for off-cycle one-offs)
`Bill`	reference		→ Bills
`OneOffPayee`	reference		→ OneOffPayees
`Vendor`	reference		→ Vendors (denorm)
`Method`	select	yes	ACH, Check, Wire, CardPay
`Amount`	currency	yes	Masked except AP Manager / Controller / Admin / Approver-scope
`BankAccount`	text	yes	Source bank account
`Reference`	text		ACH trace, check number, wire confirmation
`PaymentBatch`	reference		→ PaymentBatches
`SentAt`	date		When transmitted to the bank
`ClearedAt`	date		Bank-feed confirmation
`Status`	select	yes	Draft, Sent, Printed, Cleared, Returned, Voided
`ReturnReason`	select		InsufficientFunds, InvalidAccount, AuthRevoked, Other

PaymentBatchesThe bank-side batch artifact — NACHA file uploaded, check-printtransaction

Field	Type	Required	Details
`BatchNumber`	text	yes
`PaymentRun`	reference	yes	→ PaymentRuns
`BatchType`	select	yes	NACHA, CheckRegister, WireInstruction
`BatchTotal`	currency	yes
`ItemCount`	number	yes
`BankAccount`	text	yes
`NACHAFileURL`	text		When BatchType: NACHA
`CheckRegisterURL`	text		When BatchType: CheckRegister
`WireInstructionURL`	text		When BatchType: WireInstruction
`TransmittedAt`	date
`BankAcknowledgedAt`	date
`Status`	select	yes	Draft, Transmitted, Acknowledged, Settled, Failed

EarlyPayDiscountsPer-Bill early-pay discount opportunities — computed from thetransaction

Field	Type	Required	Details
`Bill`	reference	yes	→ Bills
`Vendor`	reference	yes	→ Vendors (denorm)
`TermsCode`	select	yes	2-10-Net30, 1-10-Net30, 2-15-Net45, Other
`DiscountPercent`	number	yes	e.g. 2 = 2% off
`DiscountAmount`	currency	yes
`DiscountWindowStart`	date	yes
`DiscountWindowEnds`	date	yes
`EffectiveAPR`	number		Annualized return of taking the discount
`Status`	select	yes	Available, Taken, Expired, Skipped
`TakenInPaymentRun`	reference		→ PaymentRuns

DisputesBills under dispute — three-way mismatch, vendor-billing error,transaction

Field	Type	Required	Details
`DisputeNumber`	text	yes
`Bill`	reference	yes	→ Bills
`Vendor`	reference	yes	→ Vendors (denorm)
`OpenedBy`	reference	yes	→ Employees
`OpenedAt`	date	yes
`Reason`	select	yes	ThreeWayMismatch, BillingError, QualityIssue, DuplicateBill, RatedIncorrectly, ServicesNotRendered, Other
`ReasonText`	text
`AssignedTo`	reference		→ Employees (AP Manager)
`Status`	select	yes	Open, InVendorReview, AwaitingCredit, Resolved, Cancelled
`ResolutionType`	select		VendorCreditIssued, BillVoided, BillCorrected, NoCreditOwed, Other
`ResolutionNotes`	text
`ClosedAt`	date

VendorCreditsCredit memos issued by a vendor — applied against open Bills ortransaction

Field	Type	Required	Details
`CreditNumber`	text	yes
`VendorCreditNumber`	text		Vendor's own credit-memo number
`Vendor`	reference	yes	→ Vendors
`Bill`	reference		→ Bills (when credit relates to a specific Bill)
`Dispute`	reference		→ Disputes (when credit is a dispute resolution)
`CreditDate`	date	yes
`Amount`	currency	yes
`GLAccount`	text
`AppliedAmount`	currency		Rollup of applications against open Bills
`RemainingBalance`	formula	yes	fx: Amount − AppliedAmount
`Status`	select	yes	Open, PartiallyApplied, FullyApplied, Expired
`Notes`	text

OneOffPayeesFor one-time disbursements where setting up a full Vendor recordmaster

Field	Type	Required	Details
`PayeeNumber`	text	yes
`Name`	text	yes
`TaxIDType`	select		EIN, SSN, ITIN, NotProvided
`TaxID`	text		Masked
`W9OnFile`	toggle
`RemitToAddress`	text	yes
`BankName`	text
`BankAccount`	text		Masked
`RoutingNumber`	text		Masked
`Reason`	text	yes	Why this is one-off vs. a full Vendor
`Is1099Eligible`	toggle
`Active`	toggle	yes

Form1099TrackingAnnual aggregator — cumulative 1099-NEC reportable payments pertransaction

Field	Type	Required	Details
`Vendor`	reference	yes	→ Vendors
`OneOffPayee`	reference		→ OneOffPayees (alternative when not a Vendor)
`TaxYear`	number	yes
`FormType`	select	yes	1099-NEC, 1099-MISC
`Form1099Box`	select	yes	NEC-Box1, MISC-Box1-Rents, MISC-Box3-Other, MISC-Box6-Medical
`TotalPaid`	currency	yes	Sum of Cleared Payments tagged 1099-reportable in TaxYear
`AppliedReportingThreshold`	currency	yes	Snapshot of verified rule for TaxYear, FormType and Form1099Box; not a universal constant
`ReportingRuleSource`	text	yes	Versioned authoritative rule reference and verification date
`Required1099`	toggle	yes	Verified reporting decision including applicable threshold and withholding exceptions; unresolved rules block filing release
`W9OnFileAtYearEnd`	toggle	yes	Captured Jan 5 snapshot
`Status`	select	yes	Computed, ReadyToFile, Filed, Corrected
`Form1099FilingRef`	text		Payroll FilingPartner transmission ref
`Form1099Filing`	reference		→ Form1099Filings (set when issued)
`FiledAt`	date
`RecipientCopyDistributedAt`	date		When recipient copy was emailed / mailed

Form1099FilingsThe handoff artifact to Payroll's FilingPartner — one row pertransaction

Field	Type	Required	Details
`FormNumber`	text	yes
`Vendor`	reference	yes	→ Vendors
`TaxYear`	number	yes
`FormType`	select	yes	1099-NEC, 1099-MISC
`RecipientLegalName`	text	yes	Snapshot at filing time
`RecipientTIN`	text	yes	EIN/SSN snapshot at filing time
`RecipientAddress`	text	yes	Snapshot at filing time
`RecipientStateForFiling`	select	yes	US 2-letter state
`GrossPaid`	currency	yes
`BackupWithholdingApplied`	currency
`FileURL`	text		Generated PDF
`Status`	select	yes	Draft, Issued, Filed, Amended
`IssuedAt`	date
`FiledAt`	date		When transmitted to authority via FilingPartner

PaymentApprovalStepsAudit trail for PaymentRun release — one row per required Line item of PaymentRuns.line item

Field	Type	Required	Details
`PaymentRun`	reference	yes	→ PaymentRuns
`Sequence`	number	yes
`ApproverRole`	select	yes	APManager, Controller, CFO
`Approver`	reference		→ Employees
`Status`	select	yes	Pending, Approved, Rejected
`ApprovedAt`	date
`Notes`	text

VendorTaxWithholdingsPer-Vendor backup-withholding configuration — typically driven by Line item of Vendors.line item

Field	Type	Required	Details
`Vendor`	reference	yes	→ Vendors
`TaxYear`	number	yes
`WithholdingType`	select	yes	BackupWithholding-IRS-B-Notice, StateBackup
`WithholdingRatePct`	number	yes	24% federal default
`ReasonCode`	select		NoW9OnFile, IncorrectTIN, NoticeReceived, Voluntary
`EffectiveFrom`	date	yes
`EffectiveTo`	date

EmployeesA scoped employee identity directory synchronized from the organization identity or HR source. This reference supports ownership and approval attribution; it does not add payroll or HR administration. Role membership alone never grants access to every directory field. External auditors and portal users receive only the identities needed for their granted work.master

Field	Type	Required	Details
`EmployeeNumber`	text	yes	Stable source identifier; unique within the organization
`Name`	text	yes	Display name for an assigned owner or approver
`UserKey`	text	yes	Bound to the authenticated platform user; never supplied as authority by a client
`Department`	text		Organization-scoped department key
`Manager`	reference		→ Employees; synchronized reporting relationship
`Active`	boolean	yes	Inactive identities retained for historical attribution; cannot receive new work

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Accounts Payable Automation

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Accounts Payable Automation

Industries

Accounts Payable Automation

Reference

Accounts Payable Automation

Data model

How the model is organised

Supplier records

Purchasing evidence

Invoice work

Payment work

Reporting evidence

Keys and references

Migration order

Tables

Start now Accounts Payable Automation

Accounts Payable Automation

Modules

Accounts Payable Automation

Processes

Accounts Payable Automation

Industries

Accounts Payable Automation

Reference

Data model

How the model is organised

Supplier records

Purchasing evidence

Invoice work

Payment work

Reporting evidence

Keys and references

Migration order

Tables

Start now Accounts Payable Automation

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