Accounts Payable

Manage supplier invoices and track payments your business owes.

Accounts Payable (AP) tracks the money your business owes to suppliers. This page lets you record supplier invoices, approve them for payment, and record when payments are made.

Accounts Payable

Overview

The page is divided into two sections:

Ageing summary — Six cards showing how your outstanding supplier balances break down by age
Invoice list — A searchable, filterable table of all supplier invoices

Ageing summary

The ageing cards give you a snapshot of your outstanding payables:

Card	What it shows
Total Outstanding	The total amount you owe across all suppliers
Current	Invoices that are not yet overdue
1–30 days	Invoices 1 to 30 days past their due date
31–60 days	Invoices 31 to 60 days overdue
61–90 days	Invoices 61 to 90 days overdue
90+ days	Invoices more than 90 days overdue

Cards are colour-coded from green through to dark red, making it easy to spot late payments.

Searching and filtering

Search — Find invoices by invoice number or supplier name
Status filter — Show only invoices with a specific status (Draft, Approved, Paid, Voided)

Invoice statuses

Status	Meaning
Draft	Recorded but not yet approved for payment. Can still be edited.
Approved	Verified and approved — ready to be paid.
Paid	Fully paid.
Partial	A partial payment has been made, but a balance remains.
Voided	Cancelled. No longer counts as an obligation.
Overdue	Past its due date and not yet fully paid.

Recording a supplier invoice

Click New Invoice

Click the New Invoice button at the top of the page.

Enter the invoice details

Fill in:

Invoice Number — The supplier's invoice reference.
Supplier Name — Which supplier issued the invoice.
Invoice Date — The date on the supplier's invoice.
Due Date — When payment is due.

Add line details

Enter:

Description — What the invoice is for.
Net amount — The amount before VAT, in pence.
VAT amount — The VAT amount, in pence.
Account Code — The general ledger expense account to post the cost to.

The total is calculated automatically.

Create

Click Create to save. The invoice starts as Draft.

Approving an invoice

Draft invoices need to be approved before they can be paid. Click the Approve button in the Actions column. This:

Changes the status to "Approved"
Creates a journal entry crediting Trade Creditors and debiting the expense account
Adds the amount to your total outstanding payables

Making a payment

When you pay a supplier invoice:

Click the Pay button on the invoice row
Enter the payment amount in pence
Enter the payment date and an optional reference (e.g. bank transfer reference, cheque number)
Click Record Payment

Full payment moves the invoice to "Paid". Partial payment reduces the outstanding balance and the invoice shows as "Partial".

Voiding an invoice

To cancel a draft invoice, click the void button (X icon). Voided invoices remain visible but do not affect your balances.

Multi-currency invoices

If a supplier invoices in a foreign currency, the amount is displayed in the original currency alongside the base currency equivalent. Exchange rate differences are handled automatically when the payment is recorded.

Tips

Approve invoices promptly so your payables balance accurately reflects what you owe
Record payments as soon as they are made to keep your bank reconciliation up to date
Use the ageing summary to prioritise payments — focus on invoices approaching or past their due date
Check the AP total against your bank account to ensure you have sufficient funds for upcoming payments