Supplier management
Keep supplier details and payment instructions ready for the next invoice.
Know which supplier you are paying
Vendors keeps the supplier number, legal name, classification and payment terms. VendorContacts identifies the people who handle invoices and remittance questions. The AP Manager maintains the relationship; the AP Clerk uses a restricted view while processing bills. When a trading name differs from the legal name, retain both rather than creating a second supplier simply to make the invoice look familiar.
Vendor status separates onboarding from normal use and from a hold or suspension. Historical bills and payments remain attributable when a vendor stops receiving new work. Before activating an imported supplier, resolve duplicate identities and confirm which source owns its master record. The directory should support the payment process without becoming a second uncontrolled supplier list.
Verify bank changes independently
The AP Manager initiates a bank-account change and the Controller confirms it as the second authorized person. Keep the confirming identity and time with the vendor record. A request arriving through email or the portal is a request to review; it is not sufficient authority to redirect a payment. Existing bank information remains protected while that request is investigated.
The AP Clerk sees the operational details needed to enter a bill with bank, routing and tax identifiers masked. Vendor users see only their own permitted records. The same restrictions need to hold in exports, lookups and linked records, so an otherwise restricted field is not exposed through another page.
Keep terms and tax documents current
Payment terms feed the due date and early-payment review. W-9 status, classification and document references support year-end readiness. Missing tax documentation stays visible as an exception; it must not silently remove payments from the reporting population. The applicable tax-year and form rules are verified before a filing decision, rather than inferred from a vendor label alone.
OneOffPayees supports authorized exceptional disbursements with its own identity and payment details. Use that path deliberately, retaining the reason and approval evidence. It should not become a shortcut around vendor verification or a way to hide repeated supplier spending from normal review.
Modules
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Supplier management
Keep supplier details and payment instructions ready for the next invoice.
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Invoice capture
Bring supplier invoices into a reviewable queue with their original documents.
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Invoice matching
Check what was ordered, received and billed before approving a payment.
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Approvals and disputes
Give each invoice a clear decision owner and each exception a visible resolution.
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Payment runs
Prepare a clear payment proposal, then release it with the right authority.
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Vendor reporting
See outstanding invoices, payment progress and year-end document readiness.
Reports
All reportsTop Vendors by Spend
Trailing-12-months total Cleared Payments per Vendor, ranked, with month-over- month delta and concentration metric (top-10 share of total AP spend). The strategic-sourcing input. Drills into per- Vendor Bills and into BillLines by GLAccount.
Roles and permissions
Final signoff on payment runs, top-tier bill approval, year-end 1099 release. Sees every Vendor, every Bill, every Payment in full detail.
Owns the AP function end-to-end. Runs the weekly payment cycle, manages Vendor relationships, tracks Disputes through to resolution, owns the year-end 1099 file readiness. The named approver in mid-tier bill bands.
Operational role — the day-to-day Bills processor. Captures / keys / OCRs vendor invoices, runs three-way match, prepares PaymentRunItems for AP Manager review.
Line-of-business approver — typically a Department head or Project lead. Approves Bills against own cost-center per the BillApprovalMatrix tier band that maps to the Approver role. Sees own department / project bills only.
External portal seat — implicit (typically delivered via a vendor-portal sub-app or a shared-link mechanism). Submits invoices via email or portal upload, sees own payment status, updates own remit-to address (subject to AP Manager verify).
Executive read-only — board members, outside auditors, FP&A analysts.
Related processes
Onboard a supplier
Confirm supplier identity and payment instructions before normal invoice processing.
5 stages · 1 approval
Prepare and release payments
Separate payment selection, release authority and confirmed settlement.
5 stages · 2 approvals
Prepare year-end reporting
Review reportable payments and missing documents before the filing-partner handoff.
5 stages · 1 approval