Payables
Review supplier bills and payment authority, then reconcile cash, withholding and exchange differences without losing the original evidence.
PendingApprovalYou
- BLL-54622 VND-010 11 d
- BLL-59774 VND-061 6 d
- BLL-39374 VND-089 in 8 d
- BLL-99675 VND-145 in 1 d
- BLL-68300 VND-228 in 1 d
BLL-54622
- DocumentType
- Bill
- Vendor
- VND-010
- Entity
- ENT-2256
- BillDate
- 06 Sep
- DueDate
- 15 Sep
Suppliers and bank details
Contacts holds supplier currency, terms, tax treatment and classification. ContactBankAccounts stores 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.
Active = true
| Bank Account Number | Name | Entity | Currency | Account Type |
|---|---|---|---|---|
| BA-29568 | Account 567 | ENT-3707 | CRR-4213 | Operating |
| BA-40494 | Account 369 | ENT-6844 | CRR-4576 | Collections |
| BA-45094 | Account 938 | ENT-9400 | CRR-7455 | Payroll |
| BA-51634 | Account 791 | ENT-7042 | CRR-6053 | Savings |
| BA-14378 | Account 667 | ENT-6858 | CRR-5796 | Lockbox |
| BA-65957 | Account 111 | ENT-3363 | CRR-6188 | Operating |
Capture and reference checking
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.
| Review information | Purpose |
|---|---|
| Document total and currency | Supplier amount under review |
| Accounting rate and functional total | Original ledger value |
| Procurement result or non-PO evidence | Basis for accepting the charge |
| Preparer and assigned approver | Separation of entry and decision |
| Converted decision amount and limit | Comparable authority check |
| Source revision | Approval remains tied to the reviewed version |
Approval conditions
Controller: Approve JournalEntries, RevaluationRuns, BankReconciliations, Bills and credit memos above clerk limits, PayRuns and urgent PaymentsMade above AP Clerk limit, disputed IntercompanyTransactions, DepreciationRuns, AllocationRuns, AssetMovements, RateOverrides, ApprovalDelegations and waived CloseTasks
PendingApproval
- JE-21112 ENT-4622 150 4 d
- JE-58944 ENT-8633 450 14 d
- JE-49861 ENT-6361 380 9 d
- JE-89721 ENT-9342 30 13 d
- JE-88494 ENT-8666 440 2 d
JE-21112
- Entity
- ENT-4622
- Date
- 13 Sep
- Description
- Issue to WIP
- EntryType
- Standard
- Source
- Manual
Approval waits for the controller.
Approval in the right currency
An authorised AP Clerk other than the preparer approves within limit; Controller decides above it. ApprovalDecisions 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. ApprovalDelegations keeps scope and dates; it cannot turn self-approval into an independent decision.
StatusDraftProposedPendingReleasenext 7 days
Build and release pay runs
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 BillPaymentApplications once. The preparer cannot release their run, regardless of limit or delegation. Bank transmission and acknowledgement are recorded separately from release and clearance.
PendingRelease
| Pay Run Number | Entity | Bank Account | Currency | Payment Date |
|---|---|---|---|---|
| PR-34120 | ENT-5066 | BA-41468 | CRR-4133 | 14 Sep |
| PR-27316 | ENT-7217 | BA-73412 | CRR-2630 | 14 Sep |
| PR-20415 | ENT-8695 | BA-38264 | CRR-7635 | 11 Sep |
| PR-19615 | ENT-7678 | BA-36256 | CRR-6757 | 11 Sep |
| PR-65587 | ENT-6943 | BA-78845 | CRR-3634 | 03 Sep |
| PR-81202 | ENT-9105 | BA-24513 | CRR-6018 | 09 Sep |
Applications and realised FX
Each application retains AppliedAmount in bill currency, PaymentAmount 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 CarryingAmountSettled: 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. RevaluationSettlements 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.
Rejections and reconciliation
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.
Modules
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General ledger
Keep transaction amounts, functional values and approval evidence together across journals, close adjustments and group reporting.
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Currencies and rates
Keep the source, purpose and approval behind every exchange rate, from document posting to group reporting.
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Revaluation
Restate foreign-currency balances with clear sign conventions, item-level carrying values and independent approval.
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Receivables
Keep customer balances, cash received and exchange differences clear across invoicing, collection and settlement.
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Payables
Review supplier bills and payment authority, then reconcile cash, withholding and exchange differences without losing the original evidence.
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Banking
Reconcile each bank account in its own currency, recognise unmatched cash and retain the evidence behind transfers and payment outcomes.
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Intercompany and consolidation
Agree cross-entity activity, preserve each company’s books and review translation and eliminations in the group reporting currency.
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Period close
Coordinate close dependencies, review supporting workings and keep reporting periods separate from later postings.
Roles and permissions
Owns the trial balance, the close and the consolidated statements. Approves what the GL Accountant, the Treasury Analyst and the clerks prepare: manual journals, revaluations, reconciliations, bills and credit memos above the clerk limit, pay runs above the clerk limit, and the period close itself.
Prepares manual journals, accruals and prepayments, bank reconciliations and the entity close tasks the Controller approves.
Owns currencies, exchange rates, bank accounts, transfers between currency accounts and the month-end revaluation. Prepares what the Controller approves.
Processes vendor bills in the vendor's currency, checks them against the order and receipt references, and builds pay runs.
Raises customer invoices and credit memos in the customer's currency, applies cash at the receipt rate and runs dunning.
Loads and maintains budget versions in entity currency, runs allocations and reads variance in reporting currency.
Owns tax codes, jurisdictions, filings and the tax accrual.
External or internal auditor. Read-only across the platform with access to the closing binder, revaluation workings and the audit trail.
Related processes
Multi-currency period close
Approve reconciliations, revalue supported balances, review the close and consolidate each entity into the group reporting currency.
6 stages · 3 approvals
Invoice to cash in a foreign currency
Invoice customers in their currency, record cash when it arrives, and reconcile each application with the amount owed and its current carrying value.
6 stages · 2 approvals
Bill to payment
Review supplier bills, approve spending within recorded authority, and track payments, currency differences and rejected-bank attempts through to reconciliation.
6 stages · 2 approvals