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Accounts Payable

Accounts Payable (AP) in Ayiza manages everything related to the money your business owes to suppliers. This includes entering supplier invoices, tracking what is due, posting invoices to the general ledger, and monitoring outstanding balances through aging reports.

What Accounts Payable covers​

  • Supplier invoices -- Recording invoices you receive from suppliers, including multi-currency invoices and invoices with VAT or withholding tax.
  • Credit memos -- Recording credit notes received from suppliers that reduce the amount you owe.
  • Approval and posting -- Moving invoices through a controlled workflow so that only reviewed invoices create accounting entries.
  • Supplier balances -- Viewing how much you owe each supplier at any point in time.
  • Aging analysis -- Understanding which payables are current and which are overdue, broken down into aging buckets.

Typical AP workflow​

The end-to-end process for a supplier invoice follows these steps:

Receive invoice → Enter in Ayiza → Approve → Post → Pay via bank → Reconcile

1. Receive the invoice​

You receive an invoice from a supplier -- by email, post, or through a portal. Gather the key details: supplier name, invoice date, amounts, tax, and a description of the goods or services.

2. Enter the invoice in Ayiza​

Navigate to Supplier Invoices and create a new invoice. Enter the header information (company code, supplier, currency, dates, amounts) and add one or more invoice lines with the relevant products, G/L accounts, tax codes, and cost assignments.

See Supplier Invoices for detailed instructions.

3. Approve the invoice​

Once the invoice is complete and all lines are entered, approve it. Ayiza validates that the invoice has at least one line and that the line totals match the header amounts. On approval, the system assigns an invoice number automatically.

4. Post the invoice​

Posting creates an accounting document in the general ledger. Ayiza automatically:

  • Credits the supplier's AP control account for the total invoice amount.
  • Debits the appropriate expense or asset G/L accounts based on the invoice lines.
  • Converts amounts into all configured currency roles (company code currency, functional currency, group currency) using the exchange rate on the invoice.
  • Creates tax register entries for VAT reporting.

After posting, the invoice appears as an open item against the supplier.

5. Pay via bank​

When you pay the supplier (for example, by bank transfer), the payment shows up on your bank statement. Import the bank statement in the Banking module.

6. Reconcile​

During bank reconciliation, match the bank statement line to the supplier invoice. This settles the open item and marks the invoice as paid. Your AP balance for that supplier decreases accordingly.

Key permissions​

To work with Accounts Payable, your user account needs the appropriate permissions:

ActionPermission required
View supplier invoicesSupplier Invoice -- Read
Create a supplier invoiceSupplier Invoice -- Create
Approve a supplier invoiceSupplier Invoice -- Approve
Post a supplier invoiceSupplier Invoice -- Post
Reverse a posted invoiceSupplier Invoice -- Reverse

Your administrator assigns these permissions through the User Management area.

  • Supplier Invoices -- Step-by-step guide to creating and managing supplier invoices.
  • Business Partners -- Set up suppliers before entering invoices.
  • Banking -- Import bank statements and reconcile payments.
  • General Ledger -- View the accounting documents created by posted invoices.
  • UK Tax Compliance -- VAT returns use the tax register entries created during invoice posting.