Payables Overview

Last reviewed: June 9, 2026

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The Payables work center is used to review vendor invoices, manage vendor payments, review AP aging, and review received purchase orders that remain in accrued payables.

What this screen is for

Use Payables when finance users need to work from the vendor AP side of PAX. This work center brings together vendor invoices, vendor payment history and entry, AP aging, and PO accrual review.

Payables is not the place to receive purchase orders, create purchase orders, manage customer payments, or post manual journal entries for ordinary vendor invoice and payment activity. Use the intended AP workflow first so vendor history, check runs, AP reports, and accrual cleanup stay aligned.

Screen path

Dashboard > Finance > Payables

Payables options

Option What it opens Use it for
Vendor Invoices Vendor Invoices screen Review vendor invoices, create invoices, edit eligible invoices, delete eligible invoices, and open check runs.
Vendor Payments Vendor Payments screen Select a vendor, review payment history, record payments, apply vendor credit, and add prepayments.
AP Aging Report Accounts Payable Aging Report Review payable balances by vendor and age bucket.
PO Accruals POs Sitting in Accrued Payables report Review received purchase orders not yet cleared from accrued payables.

Main workflows

Vendor invoices

The Vendor Invoices screen shows invoice number, vendor, PO number, invoice date, due date, total, status, and actions. Users can search by invoice number, vendor, or PO and filter by status.

Status filters include:

  • Draft
  • Submitted
  • Partially Paid
  • Paid
  • Rejected

The screen also includes New Invoice and Check Runs. Paid invoices and invoices already included in a pending check run cannot be edited or deleted from the list. If an invoice shows a check-run indicator, resolve the check-run workflow before trying to change the invoice.

Vendor payments

The Vendor Payments screen starts with vendor selection. After the vendor is selected, PAX shows payment history and available vendor credit.

Depending on the vendor balance and history, users can:

  • Select Record Payment.
  • Select Apply Credit when vendor credit is available.
  • Select Add Prepayment.
  • Review payment types such as available credit, applied credit, PO prepayment, prepaid payment, credit card prepayment, and regular payment.

Do not record a vendor payment before the vendor invoice or prepayment context exists in PAX unless that is the intended workflow. Recording payments outside the correct AP flow can make AP aging, vendor credit, and PO accrual review harder to reconcile.

Payables reports

Use AP Aging Report to review payable balances by vendor and age bucket. Expanded vendor rows show invoice-level detail, due dates, overdue indicators, bucket amounts, and total due.

Use PO Accruals to find received POs that are still sitting in accrued payables. The report shows each PO's status, vendor, PO status, last receipt, invoice count, received quantity and value, accrued amount, amount moved to AP, and remaining accrual. Selecting a PO number opens the PO PDF.

Reports are review tools. They do not create vendor invoices, post payments, clear accruals, or change purchase orders by themselves.

What happens behind the scenes

Opening the Payables work center does not change records.

Action area System effect
Vendor invoice entry Creates AP-facing vendor invoice records used by invoice status, AP aging, payment workflows, check runs, and PO accrual review.
Vendor invoice edit or delete Updates or removes eligible unpaid invoice records. Paid invoices and invoices in pending check runs are protected from list edits and deletion.
Vendor payments Records vendor payment activity, updates payment history, and can apply vendor credit or prepayment behavior.
AP Aging Reads open payable balances and groups them by vendor and age bucket.
PO Accruals Reads received PO and AP movement data to show what remains in accrued payables.

Troubleshooting

I cannot edit or delete a vendor invoice

Likely cause: The invoice is paid or is already included in a pending check run.

Safe fix: Review the invoice status and check-run indicator. Do not create a duplicate vendor invoice or manual journal entry to bypass the restriction.

Contact support if: The invoice is unpaid, not in a check run, and should still be editable.

A vendor does not appear in Vendor Payments

Likely cause: The vendor search requires selecting a valid vendor from the list, shown as vendor code plus name.

Safe fix: Search by vendor code or vendor name, then select the matching vendor option.

Contact support if: The vendor exists in PAX but does not appear in the payment selector.

PO Accruals shows an old received PO

Likely cause: The PO has received value that has not been fully moved to AP through the vendor invoice process.

Safe fix: Review the PO, receiving history, and vendor invoice status before entering corrections. Use the vendor invoice workflow when the supplier invoice is the missing step.

Contact support if: The PO appears cleared operationally but still shows a remaining accrual.

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