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A supplier bill becomes a real Accounts Payable obligation when it reaches the appropriate posted state. Payment then reduces the amount owed and affects cash through the accounting workflow.

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Review before posting

Check the supplier, reference, dates, currency, amount, and accounting allocation. If the bill came from a procurement process, compare it with the purchase order and goods receipt rather than reviewing the invoice in isolation.

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Posting permission

Posting is protected by bill.post. Creating or viewing a bill does not imply authority to post it. If your workspace uses approvals, the bill can also need operational review before the finance action is allowed.

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Paying the bill

Use the Payables or Payments flow to record the supplier payment supported by the current Accounting interface. The payment should reduce the outstanding payable rather than creating a second unrelated expense. The goal is a traceable chain: Supplier bill -> posted payable -> payment -> reduced AP -> cash movement

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Why payment and posting are separate

You can owe a supplier before paying them. That is the entire purpose of Accounts Payable. Posting the bill recognizes the obligation. Paying it later settles that obligation. If you record only the cash payment and skip the bill, A/P Aging cannot show what was owed before the payment.

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Voiding or deleting

The permission model includes separate bill.void and bill.delete actions. Use them only when the bill lifecycle and accounting period allow it. A posted historical bill should not be deleted merely because the vendor later issues a correction.

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A/P Aging

The active Finance report catalog includes A/P Aging. It groups outstanding supplier obligations by age so owners and finance users can see what is due rather than scanning every bill manually.
Last modified on September 7, 2026