Accounts Payable Department System

Every supplier invoice enters as a card in the “Invoice” column the moment it's received, with attachments; then moves to “Matching,” where it's matched three ways — invoice against purchase order against goods receipt. Any quantity or price difference holds the card until resolved with the supplier or procurement. After a clean match it moves to “Approval” for finance manager sign-off; then to “Scheduled,” where it's slotted into the payment plan by due date, supplier priority, and liquidity position; when the transfer is executed it moves to “Paid” with the transfer reference; and everything is compiled into a “Report” showing payables, their aging, and the early-payment discounts captured.

Dues records each supplier's balance: the invoice as a debit entry at approval, the payment as the offsetting entry at execution, and any earned discount or advance payment shows immediately in the supplier's balance. This way the team knows each supplier's exact position before any negotiation or new order, without going back to scattered ledgers or files.

Chat serves quick coordination: a procurement question about a quantity variance, a treasury alert about liquidity pressure requiring rescheduling, or answering a supplier asking about their invoice status — with a precise answer because its status is visible on the board. Work flows from the AP accountant who receives and matches, to the reviewer who signs off on the match, to the finance manager for approval, to the treasurer who executes on the “Scheduled” dates.