Accounts Payable

Use the Accounts Payable workspace with access to bills and reports. Choose the same reporting date and currency as the Trial Balance when you are reconciling the payable account. For collections or payment planning, choose the date you want the open balances to represent and keep it visible in your notes.

1. 1
   Open Accounts Payable in the correct organization. Set the reporting date and currency for the question you are answering.
2. 2
   Find the supplier you are reviewing and read each bill's due date and Balance Due. A past due date alone does not show whether a later payment or credit has been applied.
3. 3
   Open an overdue bill and compare its posted total with linked supplier payments and debit notes. Check the amount allocated to this bill, not only the total amount of a payment.
4. 4
   If a payment was sent recently, open Supplier Payments and confirm its posted status, supplier, currency, and allocation. Review any unapplied remainder.
5. 5
   For a period reconciliation, compare the Accounts Payable total with the configured payable account in Trial Balance at the same cutoff and currency. Trace a difference through individual posted bills, payments, credits, and journals.
6. 6
   Keep the bill and payment references with the review, especially when you need to answer a supplier's question about a remaining balance.

Posting a supplier bill credits the configured Accounts Payable account and creates the obligation. Posting a supplier payment debits that account and credits the chosen bank or cash account; allocating the payment identifies which bills it settles. A date difference, another currency, an unapplied payment, or a manual journal can make a detailed supplier balance differ from the ledger control account.

WARNING: Do not force a zero difference through a journal without tracing the source bill, payment, allocation and period.

Confirm that the bill and payment are both posted and belong to the same supplier. Open the payment to see whether any amount was applied to the specific bill. If the allocation is missing, use the supported allocation action; if the payment itself is wrong, follow its correction or reversal process. Check the report date and currency again before treating the balance as an error.