You will need the Full Write Financial permission to perform this action.
Accounts Payable is money your organization owes others (but not paid yet) and is expressed as a liability in your chart of accounts. Managing your accounts payable can be done by going to Accounting > Payables in the left hand menu.
This screen contains all currently outstanding payables in the table by default (i.e. those that have a remaining balance). To see previously paid payables, click on the green Filtered button, and clear the filters (or change the Paid? filter to Yes).
The "Search Results Overview" section at the top of the page shows payables based on age. Clicking on an amount will open those bills in a pop up to record an offline payment.
To delete an existing payable, locate it in the table and use the dropdown at the end of the row to choose "Delete."
Adding a new payable
From here, you can add a new payable by clicking on the "Add New" button at the top.
A pop up will open with the following fields:
You can either create a one time or repeating payable. Choose "one time" if you are adding a specific payable that's due. Choose "repeating" if you want the system to periodically create payables or remind you bills that are coming due.
Note: any repeating payables you create can be viewed (and cancelled) by going to Accounting > Payables > Repeating from the left hand menu.
Required. The payables account for this transaction. The dropdown will only contain those accounts in the chart of account that have a Special Usage of "Accounts Payable." If your dropdown is empty, it is because you haven't designated at least one account to serve in this capacity. See this article for more information on setting the Special Usage on an account.
Adding a payable to the system will increase the balance on the selected account.
Only appears when How Often? is set to One Time. This is the reference number on the bill you received if applicable.
An optional description that briefly describes what this bill is for.
Only appears when How Often? is set to One Time. Required. The date on the bill that is due.
When payment is due after receipt of the bill. Possible values are:
None - no specific terms. Due by the date entered in the Due Date field.
Due on receipt - payment is due immediately
Net 15 - due within 15 days of the bill date
Net 30 - due within 30 days of the bill date
Net 45 - due within 45 days of the bill date
Net 60 - due within 60 days of the bill date
Selecting any value besides "None" will auto populate the Due Date with the correct date based on the terms.
Only appears when How Often? is set to One Time. Required. The date payment is due for this bill. It is auto populated based on the terms selected, but can be overridden if needed.
Required. The person or vendor that sent you this bill for payment. Begin typing to search for person and vendor records. Each result is labeled as Person or Business depending on the kind of profile it is. If the payee you are looking for is not in the list, click on "Add a new payee" at the bottom to create a new vendor.
Tip: the list of businesses can managed by going to Contributions > Businesses in the left hand menu
Only appears when How Often? is set to Repeating.
If set to scheduled, this payable will be automatically created based on the repeating schedule set in this section.
If set to Reminder, no payable will be automatically created. Instead, a reminder email will be sent to the person indicated using the repeating schedule set.
This section contains the individual line items on the bill. Only expense accounts are selectable in the account field. The amount is how much is due.
To add more line items, click on the "Add lines" button. To delete a line item, click on the trash icon at the end of the row to delete.
Any files you want to include with the bill should be uploaded here. For example, you can upload a scan of the bill you received here.
Once you are finished entering the required fields, click on the Save button to create the payable.