Payables
Payables is the list area for supplier invoices and outgoing supplier payments. Use it to review the items that feed additional direct-cost work and Job Profitability.
| If you need to… | Go to |
|---|---|
| Open a list and choose its status view | Find a purchase invoice or outgoing payment |
| Read the list headers and display controls | Understand the Payables lists |
| Use the available export path | Export a Payables list |
| Choose a payment or list branch | Handle list and payment branches |
| Respond to a blocked action | When a Payables action fails |
| Continue with the record after list review | Continue from a Payables list |
| Follow the invoice flow | Invoice lifecycle |
| Record a payment | Record a payment |
| Review profitability after payment and cost work | Job profitability overview |
Before you start
Payables is available when the Invoices module is included. The list family and the actions you can use depend on access rights and on the list layout available to your company.
Prerequisites
| Before you start | Why it matters |
|---|---|
| Payables is included in your subscription | The Payables lists and their controls can appear. |
| You know whether you need Purchase Invoices or Outgoing Payments | Each tab provides a different list family and its own status views. |
| Your account has the permission needed for the action | New-payment, export, and delete controls are permission-dependent. |
| A list layout is available | The headers you see come from the selected list layout. |
The list has no required-entry step or required marker. Its columns are selected from the list layout, so use the headers currently shown on your screen rather than expecting one fixed set.
Find a purchase invoice or outgoing payment
Purchase Invoices are the list of supplier invoices. Outgoing Payments are the list family for payments made against those invoices or against additional direct costs.
Prerequisites
- You can open the Payables list.
- You know which list family contains the item you want to review.
Steps
-
Open the Purchase Invoices list at
/finance/payables/list/purchase-invoices/view. -
Select the list family that matches your work.
If you need to… Select Review supplier invoices Purchase Invoices Review payments or payment allocation Outgoing Payments -
Select the status view for the list family.
List family Available status view Purchase Invoices All, Upcoming, Payable, or Paid Outgoing Payments All, Not completely Allocated, or Completely Allocated -
Review the rows in the selected view.
-
Select a row outside its action area to open the corresponding invoice or payment record.
Result: The selected Payables list remains open on the chosen status view, ready to review a row or continue to its record.
Understand the Payables lists
The list combines status views, a layout-controlled grid, paging, and display settings. The headers are the quickest way to identify what each row contains.
The Purchase Invoices list currently shows these headers:
| Header | What to use it for |
|---|---|
| Account | Identify the account on the row. |
| Created By | Identify who created the row. |
| Job No. | Identify the related job number. |
| Sub-supplier Order No. | Identify the sub-supplier order number. |
| Payment Due Date | Check the payment due date. |
| Total Amount | Review the total in its original currency. |
| Total Amount (€) | Review the total converted to euros. |
| Due Amount | Review the amount still due in its original currency. |
| Due Amount (€) | Review the amount still due in euros. |
| Paid Amount | Review the paid amount in its original currency. |
| Paid Amount (€) | Review the paid amount in euros. |
| Status | Review the row status. |
The selected layout controls the column set, so a different layout can change the headers shown.
The list also provides these display controls:
| Control | Use |
|---|---|
| Refresh | Reload the list. |
| Table Layout | Open the list-layout controls. |
| Settings | Open display settings. |
| Filter Row | Show the row-filter area after settings are opened. |
| Group Panel | Show the grouping area after settings are opened. |
The list uses 30-row paging. Use the current headers and the available settings.
Export a Payables list
Use the export controls from the current list view.
Prerequisites
- The export control is available to your account.
- The list you want to export is open.
Steps
- Select Settings.
- Select Export.
- Select Export to Excel.
Result: The export path is set to Export to Excel.
Handle list and payment branches
The payment menu appears only for the matching list and access branch. The display settings also depend on which list options your account can use.
Prerequisites
- You know whether you are reviewing a list, creating a payment, filtering, or grouping.
- The permission and list condition for that branch are available.
Steps
- Select the branch that matches your task.
| If… | First control | Next control |
|---|---|---|
| You need to review supplier invoices | Purchase Invoices | — |
| You need to review payment allocation | Outgoing Payments | — |
| You need to create a payment for a purchase invoice | Outgoing Payment | Pay Purchase Invoice |
| You need to create a payment for an additional direct cost | Outgoing Payment | Pay Additional Direct Cost |
| You need to filter the list | Settings | Filter Row |
| You need to group the list | Settings | Group Panel |
| You need to export the list | Settings | Export |
Result: The list or payment branch that matches your task is open.
When a Payables action fails
Use the message text to decide whether to correct a filter, review access, or stop before continuing to a branch that needs another task.
Prerequisites
- An action has displayed a message or has not provided the control you need.
Steps
- Compare the message or missing control with the table below.
| What you see | What it means | What to do |
|---|---|---|
Forbidden characters detected. Please remove them and try again. | The filter contains a forbidden character. | Remove the forbidden character and apply the filter again. |
Are you sure you want to Delete this transaction ? | A cost-transaction deletion message is open. | Stop and use the page that owns cost-transaction deletion. |
NO Data to Export | The current list has no data to export. | Review the current list before exporting again. |
| Export message | Export to PDF | Continue with the list procedure. |
| The new-payment, export, or delete control is absent | The corresponding permission or list condition is not active. | Review the required access with your administrator. |
| The list shows a different set of headers. | The selected list layout provides a different column set. | Use the headers currently shown in your list. |
Result: You have corrected the filter or identified the access or list branch to use next.
Continue from a Payables list
A Payables row is the handoff point from list review to the invoice or payment record. Supplier invoices lead into invoice work; outgoing supplier payments and additional direct costs feed the Job Profitability view.
Prerequisites
- The correct list family and status view are open.
- A row is available to review.
Steps
-
Select the row you want to continue with outside its action area.
-
Continue in the record that matches the selected list family.
-
Choose the next procedure for the work you need to do.
If you need to… Go to Follow invoice status work Invoice lifecycle Record payment work Record a payment Review profitability after payment or additional direct-cost work Job profitability overview
Result: You leave the Payables list with the next invoice, payment, or profitability procedure identified.
Was this page helpful?