Account Payable

This module helps you record supplier bills and track payments so you always know what you owe, to whom, and when it’s due—with a clear audit trail for accounting and operations.

What’s Inside Accounts Payable

1) Supplier Bills

What it does: Creates and manages your payables (supplier invoices/bills) and tracks outstanding balances by supplier and due date.

Use it when you need to:

• Record a supplier invoice (with due date, terms, taxes, charges)

• Track unpaid bills (30/60/90/Overdue)

• Match bills to Purchase Orders (if your workflow uses PO)

• Monitor total outstanding payables and supplier balances

Typical fields you’ll see (example):

• Supplier: ABC Trading

• Invoice No.: INV-2026-0145

• Bill Date: Feb 06, 2026

• Due Date: Mar 08, 2026

• Amount: ₱85,000

• Status: Unpaid / Partially Paid / Paid / Draft

Example scenario: You received an invoice from Meat Supplier for ₱52,000 payable in 15 days. Create a Supplier Bill so AP shows it as an outstanding payable until it’s fully paid.

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2) Payment History

What it does: Records and tracks all payments made to suppliers, including partial payments, payment method, and reference numbers—so you can reconcile and prove payment.

Use it when you need to:

• Log payment for a bill (full or partial)

• Track multiple payments across time for the same bill

• View payment references (bank transfer, check no., cash voucher)

• See the complete payment trail per supplier

Example entry you’ll see (sample):

• Supplier: ABC Trading

• Bill: INV-2026-0145

• Payment Date: Feb 20, 2026

• Amount Paid: ₱30,000

• Payment Method: Bank Transfer

• Reference: BDO-TRX-883201

• Remaining Balance: ₱55,000

Example scenario: You paid ₱30,000 today and will pay the remaining ₱55,000 next week. Payment History will show two payments, and the bill becomes Partially Paid until fully settled.

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Common Questions:

1) What’s the difference between Supplier Bills and Payment History?

Supplier Bills records what you owe. Payment History records what you paid (with references and dates).

2) Can I record a payment without creating a Supplier Bill first?

Not recommended. You lose proper tracking of balances and due dates. Always create the Supplier Bill first.

3) Why is my bill still showing as unpaid even after payment?

Most likely:

• Payment was recorded to a different bill/supplier, or

• Payment amount didn’t match full balance (partial), or

• Payment wasn’t saved/posted successfully

CSR tip: Check Payment History entries and confirm the bill’s remaining balance.

4) How do I handle multiple payments for one bill?

Record each payment separately in Payment History with its own date and reference. The system should compute the remaining balance until fully paid.

5) What should I do if the supplier invoice number is duplicated?

Use a consistent policy:

• Add suffix like INV-1002-A or include supplier code (e.g., ABC-INV-1002)

• CSR should advise user to avoid identical invoice numbers per supplier to prevent reporting confusion.