For suppliers to receive payment, they usually provide an invoice with details about the purchase to collect the funds owed. The invoice is based on information provided on the original purchase order (PO). Once the invoice is received by a business, it is added to the liabilities section of the balance sheet as a bill under accounts payable. Many companies have a department to manage the accounts payable process. These employees are responsible for processing invoices and making sure payments owed to other businesses are accurate and paid in a timely manner.
How Accounts Payable Works
To understand how accounts payable works, you’ll need to understand each part of the accounts payable cycle:
Categorize data in chart of accountsInclude vendor purchase information in accounts payableUnderstand payment terms and methodsCheck invoices for accuracyProcess paymentsRecord payment information in the general ledger
The process begins with a report known as the chart of accounts. This report includes all transactions of the business, including accounts payable, and keeps the process organized by categorizing them. The chart of accounts can be created with accounting software or can be created manually using a spreadsheet. After tracking all relevant information regarding the business’s transactions, you’ll want to narrow the focus specifically for accounts payable. This is where you need to include information about the purchases made from vendors, suppliers, or other businesses to which you owe payments. You’ll want to include all relevant information, such as invoice numbers, payment terms, product descriptions, due dates, emails, addresses, and other contact information. Here, you’ll also make sure the payment terms and methods within each invoice are understood. When all relevant data is collected, you’ll need to confirm the purchase order number. Make sure the invoice is accurate and matches the products and services received. If the information on the invoice does not match the products, services, or any other information in the company’s system, the invoice may be sent back to the supplier or put on hold until resolved. When all invoices are deemed accurate and correct, you’ll need to begin processing the payments. Payments may be processed via direct deposit, check, wire transfer, credit card, or by using accounting software. Once the payments are processed, they should be recorded in the general ledger or in a journal to show the payment has been made.
Types of Accounts Payable Debts
Accounts payable generally refers to the payments due to external vendors or suppliers, although the meaning can be interpreted differently in various industries. Businesses might categorize expenses according to their purposes within the business. For example, one business might list a contract worker’s salary under operating expenses if seen as an everyday expense necessary to operate the business, while another might list it under accounts payable if simply seen as payment to a third party. When considering all transactions your businesses conducts with other businesses and third parties, the types of debts that may be listed under accounts payable may include payments owed for products and services, such as:
InventoryProduction materialsServices for maintenance and repairsFreight billsTravel expensesPurchasing card billsRecent capital assets purchasesLegal feesConsulting feesSpecial projects expert fees
