Payment requests

A payment request starts with a real obligation to a counterparty. AP Specialist records the counterparty reference, invoice date, due date, organization and fiscal period, then adds line descriptions, quantities, prices and GL accounts. The request keeps its own total, amount paid and balance due. The Counterparties record supplies settlement terms and remit-to details, so a reviewer can distinguish the payee from an internal cost account.

• Prepare the obligation. AP Specialist checks the counterparty and enters the request lines before asking for approval.
• Review the decision. Controller checks the pending request and invokes the approval action, which records the decision and operation result.
• Follow settlement. AP Specialist compares the balance due and due date with linked payment activity.

Decide who may maintain counterparty details, which organization owns each obligation and which Controller reviews a pending request. Set a clear practice for disputed requests before the team starts scheduling money movement. Agree which documents belong with the request and how the team checks a due date that falls near a fiscal-period boundary. Use the GL account on each line for the accounting classification; the request header is where the whole obligation is reviewed.

Take a facilities invoice due next week. Enter its counterparty and organization, add the relevant expense line, and confirm the line subtotal against the request total. Move the request into Pending Approval. Controller should see it in the pending queue, inspect the payee and total, then approve through the native action. The request should become Approved with a review decisions record and an operation receipts result. AP Specialist should then be able to trace that decision before treasury prepares a payment. Try the same action on a Draft request during rehearsal and confirm that the guarded transition does not claim approval.

The team should also examine an overdue request with an unpaid balance. A past-due list is a prompt for action, not proof that the money has moved. Compare the requested amount, any amount paid, and the linked payment record before treating an obligation as settled.

A request can remain Pending Approval while its due date approaches. AP Specialist should keep the request number, counterparty and supporting document together so Controller reviews the same obligation that Treasury Analyst will later pay. If the counterparty is On Hold or the amount differs from the attached invoice, resolve the discrepancy before the approval action.

• Payment Requests Pending Approval — Show requests waiting for Controller to review their payee and total.
• AP Bills Worklist — Compare Draft through Scheduled requests with due dates and balances.
• Payment Requests Past Due — Find due dates that need a balance and payment check.

See the related process for the operating sequence. Use the data model to map source identifiers before import and implementation to rehearse the handoff with your team.