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Reconcile vendor invoices in Accounts Payable

Take a vendor invoice from intake through matching, payment, and (if needed) dispute resolution, using the tabbed Accounts Payable workspace.

Before you start

• You must have the finance_ap or admin role to open Accounts Payable.
• The products on the invoice should already exist in the Product Catalog and have been received into inventory.

The Finance AP role

The finance_ap role grants access to Accounts Payable and to cost data in inventory. Users with only vendor_coordinator or clinical roles see inventory units but not cost or AP information. Assign finance_ap in Administrator → Organization Role Config to staff responsible for invoice reconciliation.

Accounts Payable tabs

Open Accounts Payable from the Inventory Management hub (route /facility/{facility_uuid}/inventory/accounts-payable). The workspace is organized into tabs:

Tab	What it's for
Inbox	Incoming vendor invoices awaiting triage. Start here to review and route new invoices.
Matching	Match invoice lines to received shipments. Unmatched lines are surfaced so you can reconcile quantities and prices.
Payments	Record payments against matched, approved invoices — including partial payments.
Disputes	Track discrepancies. Open a dispute when an invoice doesn't reconcile; resolve it when the vendor issues a correction or credit.
Activity	The audit trail of AP actions across invoices.
Reports	Per-vendor rollups — total invoiced, total paid, total disputed, and match rate.

Typical workflow

1. Triage in the Inbox. Review each incoming invoice — vendor, invoice number, date, and amount — and open it to see its lines.
2. Match the lines. On the Matching tab, reconcile the invoice's line items against received shipments. Lines whose quantity and price agree reconcile cleanly; the Unmatched Lines view lists anything that doesn't.
3. Approve for payment. Once an invoice is matched and reviewed, approve it so it's eligible for payment.
4. Record payment. On the Payments tab, record a full or partial payment after payment is actually issued through your accounting system. An invoice can sit in a partially-paid state until the balance is cleared.
5. Handle discrepancies. If a line can't be reconciled, open a dispute and work it on the Disputes tab. Resolve it by re-matching against a corrected invoice or by recording the vendor's credit.
6. Review performance. Use the Reports tab to see each vendor's invoiced/paid/disputed totals and match rate.

Invoice statuses you'll see

Invoices move through states such as matched, approved, partially paid, paid, and disputed, which drive where they appear across the tabs and in the reports.

Only record a payment after it has actually been issued. Marking an invoice paid prematurely removes it from the outstanding-payables view and can lead to double payments during bank reconciliation.

Receiving a shipment (through a category tile) and paying its invoice are separate steps. Receiving creates the inventory units (UINs); Accounts Payable reconciles and pays the vendor invoice for those units.

Troubleshooting

Symptom	Likely cause	What to do
Accounts Payable is not accessible	Your role does not include finance_ap or admin	Ask an admin to update your role in Administrator → Organization Role Config
An invoice has unmatched lines	Received quantity or price differs from the invoice	Reconcile on the Matching tab; if the vendor is wrong, open a dispute
A vendor's match rate looks low	Recurring quantity/price mismatches	Review the vendor's recent invoices on Reports and follow up with the vendor

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