AP Ledger / How to Post Payables
The AP Ledger is where you can view open payables and post them into your accounting system. This typically occurs once you've received an invoice from the supplier/vendor and are ready to create the bill within your accounting system, and potentially, make a payment.
On the inquiry, you have the ability to filter by Supplier, Status, Department, Ship/Req Date, Billing Cycle, Report In Unit of Measure and Aging. In addition, you can narrow down your results to only counterparties that are marked as "Commission Agent" by checking the respective box.
Understanding the Status Filter
The Status filter has four options:
| Status | Description |
| OPEN ALL | Displays all open payables regardless of the worksheet's status |
| OPEN INVOICED | Limits the results to open payables from worksheet's that are in "invoiced" status |
| OPEN APPROVED | Limits the results to open payables from worksheet's that are in "approved" status |
| OPEN RECEIVED | Limits the results to open payables from worksheet's that have a $0 AR balance |
How to Post a Payable
WARNING: If you are using cieTrade's accounting integration, please ensure you are connected to your accounting system before any payables are posted.
To post a payable:
- Navigate to the AP Ledger (Accounting > AP Ledger)
- Find and select the payable(s) you are posting. If needed, you can use the provided filters to narrow down your search.
- At this point, you're matching your vendor's invoice(s) to the associated worksheet(s) and comparing the amount they're invoicing to the amount recorded in cieTrade. Purchase adjustments can be made at the worksheet level, or automatically upon posting (if enabled) to account for any differences.
- Once you have the payable(s) selected, you can click the Post Invoice button.
- A popup will appear. Enter your supplier/vendor's Invoice # and Invoice Date.
- Review the other pieces of information and confirm they are correct, and when ready, click Post.
- You can check the box for "Print Statement" prior to posting, to have cieTrade generate a document detailing the AP batch. If checked, the document will be generated upon posting.
You're done! Once cieTrade registers the post, you will receive a confirmation message alerting you of a successful posting, along with the associated batch number. Your payables will be removed from the AP Ledger upon posting, and will be housed within the Voucher Inquiry if you need to review or undo them at a later time. At the point of posting, a payment voucher (or bill) will be created in your accounting system (if linked).
Additional Information
How to Undo a Posted Payable
Posted payables can be recalled from your accounting system up until the point that they've been paid. To undo an AP batch:
- Navigate to the Voucher Inquiry (Accounting > Voucher Inquiry).
Find the AP Batch and undo it. There's two ways to undo a batch:
a. Click the "Undo" icon next to the batch line.
b. Drill down into the batch and click "Undo Batch".
Our helpfile with more information on reversing posted payables can be found here: link
How to Split a Payable
Our helpfile on splitting payables can be found here: link
How to Undo a Split Payable
Our helpfile on undoing split payables can be found here: link
How to Flip Payables to AR
Our helpfile on flipping payables to AR can be found here: link
If you have additional questions, please contact the Support Team via email at support@cietrade.net