Intercompany payables

A payable records the charge received from another trading entity. The header carries the partner reference, invoice and due dates, total, settled amount and status. Its charge lines carry descriptions, quantities, prices, tax codes and ledger accounts. The payables desk can inspect the line subtotal and remaining balance before asking Controller to decide. The approval action provides a guarded change to Approved and writes a decision and operation receipt.

Suppose a subsidiary receives a shared technology charge from its parent. Payables Accountant checks the partner, selects the subsidiary as the trading entity, enters the partner reference and attaches the supporting document. The accountant then enters the charge lines and compares the line subtotal with the header total and tax. A discrepancy is a reason to return to the source charge before approval.

• Preparation. Payables Accountant keeps draft charges and their lines together until the reference, amount and account mapping are ready.
• Decision. Controller reviews the pending payable and uses the approval action for the guarded status change.
• Follow-up. Settlement Analyst connects the approved payable to scheduled money movement and later checks the remaining balance.

Agree what makes a received charge ready to submit: partner reference, trading entity, period, due date, lines and evidence. Select the Controller who decides within the group’s sign-off policy and document when a different reviewer is required. The finance team record includes a sign-off limit, so compare the amount with that person’s approved authority during pilot review. Decide how disputed charges are handled and who can return an item for correction.

Settle the tax code and ledger account mapping before importing a first batch. The line tax code is a recorded selection, not a substitute for a tax policy. Decide how partial settlement changes the remaining balance and when a payable can be marked paid. Bank execution and payment confirmation need an agreed external handoff.

Use a payable with multiple lines and one supporting invoice. Payables Accountant checks each line and moves the charge from Draft to Pending Approval. Controller opens Intercompany Payables Pending Sign-Off, checks the partner, entity, total and evidence, then approves through the native action. The action records a sign-off decision and an operation receipt alongside the status change. The reviewer can later trace who acted and when without relying on a message thread.

Next, schedule a settlement against that payable and compare its amount with the payable’s balance. A partial settlement should remain visible. If the charge is disputed, keep the dispute on the payable and resolve it before treating the balance as cleared. Use a second case with a changed amount to confirm that the team returns it for review rather than assuming an earlier decision covers the revision.

• Intercompany Payables Pending Sign-Off — Charges waiting for Controller’s approval decision.
• AP Bills Worklist — Draft and approved payables with due dates and totals.
• Intercompany Payables Past Due — Due charges that need a balance check.

See charge to approval and settlement release.