Payables

Contacts hold supplier currency, terms, tax treatment and classification. Contact bank accounts store each payment account and its verification evidence. AP Clerk, Treasury Analyst and authorised Admin access follow the stated bank-detail restriction; Controller’s accounting approval does not grant unrestricted access to those details.

A payment uses an approved verified destination in its actual payment currency. Changing a supplier account follows verification before it can be used. Shared customer and supplier identity supports reconciliation, but any netting needs an agreed and recorded settlement treatment.

AP Clerk records the bill, preparer, currency and date, with expense or asset accounts, cost centres and tax codes on its lines. Capitalised lines identify the asset addition. Tax conversion retains its prescribed source where it differs from the accounting basis.

For PO-backed bills, AP Clerk checks order and receipt references against the procurement system’s result. A variance stays disputed until the procurement evidence supports resolution. Permitted non-PO bills require a separate reason, supporting evidence and approval by a Controller other than the preparer; missing order references do not automatically make them invalid or mark them matched.

An authorised AP Clerk other than the preparer approves within limit; Controller decides above it. Approval decisions converts the amount into the approver’s limit currency and retains the rate, limit snapshot and actual actor. A functional amount is not compared directly with a differently denominated limit.

Approval posts expense or asset, input tax and payable at the reviewed rates. A changed bill or rate requires the affected calculation and decision to be refreshed. Approval delegations keep scope and dates; it cannot turn self-approval into an independent decision.

AP Clerk selects approved due bills for one entity, paying bank account and payment currency. Treasury Analyst reviews cash requirements. A cross-currency bill records the debt settled in bill currency and the cash paid in payment currency, with an explicit conversion.

A second authorised AP Clerk releases a run within authority; Controller releases above it. Release posts each payment and its bill payment applications once. The preparer cannot release their run, regardless of limit or delegation. Bank transmission and acknowledgement are recorded separately from release and clearance.

Each application retains applied amount in bill currency, payment amount in cash currency, the conversion and any withholding in bill currency. Payment cash and withholding payable have separate functional values. Their total is compared with the bill’s current carrying amount settled: a lower settlement value produces an AP gain; a higher value produces a loss.

The bank credit removes the cash account’s current carrying value. Bank disposal FX is recorded separately as payment-date cash value less that carrying value; a positive difference is a gain. The payment total combines this difference with the applications’ AP settlement FX.

Under Delta, carrying value includes allocated unreversed revaluation. Revaluation settlements releases only the allocation belonging to the settled portion from open-item tracking. It does not post the original-to-settlement difference a second time.

A rejected posted payment requires a linked reversing journal and reversed application effects before retry. The bill’s outstanding amount and carried adjustment are restored. A replacement refers to the failed attempt; unaffected payments remain valid. Payment and posting references prevent duplicate releases or repeated reversals.

Treasury Analyst matches statement lines to accepted payments and explains bank conversion differences. AP Aging and Foreign Currency Exposure support cash planning alongside Pay Run Queue. A bank acknowledgement alone is not clearance evidence.