Manage accounts payable

Enter vendor bills, match them to purchase orders and receipts, open them to the books, and pay them down.

Accounts payable is what you owe your vendors. Each obligation is a bill. Bills usually come from purchasing: when you receive against a purchase order you create a bill from it, so the quantities and prices carry over. You can also enter a standalone bill by hand. Opening a bill posts it to the books as a payable; recording payments draws the balance down.

Enter a bill

  1. Go to Accounting > Accounts Payable and select New bill.
  2. Pick the vendor. The due date is derived from the vendor's payment terms (for example Net 30) unless you set one.
  3. Add line items with a description, quantity, and unit price. Each line can point at a ledger account so the expense lands where you want it.
  4. Save. The bill is created in Draft and its subtotal, tax, and total are computed for you.

Bills created from a purchase order arrive already lined up against the ordered lines and any receipts.

Match against the order and receipt

For a bill tied to a purchase order, Workcell can run a three-way match: bill against ordered quantity and price, against received quantity. The match flags each line as matched, a price variance, a quantity variance, or over-billed. Use this to catch a vendor who billed more than you ordered or received before you commit the bill to the books.

Open it and pay it

  1. Select Open to move the bill from Draft to Open. Opening posts the payable to the general ledger. A bill must have at least one line item to open.
  2. When you pay, select Record Payment, choose the method (cash, check, ACH, wire, credit card, or other), and apply an amount against the bill's open balance.
  3. A partial payment moves the bill to Partial; paying the balance in full moves it to Paid. One payment can settle several of the same vendor's bills at once.

Void a bill

Select Void to cancel a Draft, Open, or Partial bill; voiding reverses its posting. A bill that already has payments applied cannot be voided until those payments are reversed, and a fully Paid bill cannot be voided.

Draft -> Open -> Partial -> Paid
            \______ Void (before any payment is applied) ______/

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