Bill to payment

Step by step

1. Capture AP Clerk

   AP Clerk records the supplier bill, currency, expense or asset account, cost centre and tax treatment. The bill identifies its preparer. Supplier credits link the bill they reduce; capitalised lines identify the asset. Connected capture or procurement sources require configured mappings and duplicate checks.

   • Updates Bills, Bill items, Contacts, Fixed assets

2. Reference check AP Clerk

   AP Clerk verifies purchase-order and receipt references against procurement’s match result. Missing or disputed evidence is resolved before approval. A permitted non-PO bill needs a reason, supporting evidence and a Controller other than the preparer to approve the exception; it is not treated as a matched purchase order.

   • Updates Bills

3. Approve AP Clerk or Controller

   An authorised AP Clerk other than the preparer approves within limit; Controller decides above that limit. The bill amount is converted into the approver’s limit currency, retaining the conversion and decision amount. Approval posts expense and input tax against payable at the approved accounting and tax rates.

   • Updates Bills, Approval decisions, Journal entries
   ApprovalA person approves before the work moves on.

4. Schedule AP Clerk

   AP Clerk selects approved due bills and prepares a run for one entity, paying bank account and currency. Payments identify verified supplier accounts. Treasury Analyst reviews available cash and any required currency transfer. A bill in another currency retains both the document amount and the amount to pay.

   • Updates Pay runs, Payments made, Contact bank accounts, Bank accounts

5. Release AP Clerk or Controller

   A different authorised AP Clerk releases within limit; Controller releases above it. The preparer cannot release the run, including through delegation. Each application records bill-currency debt settled, payment-currency cash, conversion and withholding. AP settlement FX compares the bill’s current carrying amount with payment-date cash value plus withholding. Bank disposal FX separately compares payment-date cash value with the bank carrying amount removed.

   • Updates Pay runs, Payments made, Bill payment applications, Bills, Revaluation items, Revaluation settlements, Approval decisions, Journal entries
   ApprovalA person approves before the work moves on.

6. Clear Treasury Analyst

   Treasury Analyst matches statement evidence and prepares reconciliation. An acknowledgement does not replace proof of clearance. A rejected posted payment needs a linked reversing journal and reversal of its applications before retry. The replacement retains the rejected attempt’s reference; unaffected payments remain intact.

   • Updates Payments made, Bill payment applications, Bills, Bank statement lines, Bank reconciliations, Journal entries

AP Clerk

Captures and checks bills, prepares runs and approves within authority.

Controller

Approves above-limit bills and runs.

Treasury Analyst

Positions cash and reconciles payments.

Tax Specialist

Reviews withholding and input tax.

Auditor

Reads approval and reversal evidence.