Payables Desk
1 · Request type & billing
Billing details come only from the uploaded document. They can't be typed in from scratch.
No billing upload for this request type. Enter the payee and particulars in step 2. No VAT or EWT at release; taxes are handled on liquidation.
2 · Extracted billing details
3 · Request details & taxes
Liquidation with receipts is due on or before this date.
Terms are read from the billing and can be changed. Changing them resets the due date from the billing date. Aging runs from the due date.
4 · Where to pay & instructions
5 · Sign-off
RFP log
| RFP no. | Date | Supplier | Department | Needed by | Net payable | Status | Actions |
|---|---|---|---|---|---|---|---|
| Connecting to the shared log… | |||||||
Accounts payable aging
Aging counts days past the due date. A payable stays open until the payment is released and, for checks, cleared. Uncleared checks show as "PDC cover". Release delay = release date − due date.
Checks & payments
Every payment recorded against an RFP. Check status moves from Issued to Released to Cleared, or to Returned or Cancelled.
Returned checks
A returned check reopens the balance on its RFP until a replacement payment is released.
Loans payable
Confidential. Only people with edit access can see this tab.
Installments: past due and next 90 days
Advances from owners
Confidential. Only Finance Manager and POC (edit access) can see this tab.
Intercompany
Built from paid "Fund transfer – related company" RFPs, less money received back. Positive = due from the related company; negative = due to it.
Payable budget
Monthly budget by account and department. Committed = approved RFPs dated in the month (supplier amounts net of VAT). Paid = payments released in the month.
Add budget line
Weekly release plan
Everything approved and not yet funded that is due by the end of the week, including overdue items, supplier top-ups, loan installments and approved owner repayments. It's ranked Urgent → High → Normal, then by due date. With a cap set, items that fit are marked "Release this week" and the rest "Defer".
Chart of accounts
Add account
Accounts in the group "Cash in bank" show up as "Paid from" choices on payments. Accounts in the group "Cash advances" with a department become the default for that department's cash advance RFPs.
Posting accounts
The accounts the journal uses automatically.
Journal
Supplier RFPs accrue on the billing date: expenses net of VAT plus Input VAT, against EWT payable and AP–trade. Payments post on the release date against the Cash in bank account chosen. Returned or cancelled payments reverse on their date. Cash advances, petty cash and transfers post only when paid.