Payables¶

The Manage Payables page is your central place to view, filter, and work with all payables in Credence. From here you can add payables, bring in invoices via ingest or email, and move approved payables into payment processing.

What is a Payable?¶

A payable is a vendor bill or credit that Credence tracks through approval and payment. Each payable has:

• A vendor, dates (issued, due, received), and an accounting period
• One or more charge items — line-level amounts tied to a property and an expense (or other) account
• An approval status (Drafted, Approved, or Rejected) and a payment status (e.g. Unpaid, Partially Paid, Paid)

Until a payable is approved, it does not affect the ledger. Once approved, Credence creates the associated accounting entries (bundles). Only approved, unpaid payables can be selected for payment processing.

Entering invoices before parent approval¶

You can save a draft payable with a drafted vendor or vendor contract, including one already in an approval workflow. Before submitting the payable or approving any workflow step, its vendor must be approved and active, and its selected vendor contract must be approved.

Construction in Progress¶

A charge item booked to a construction-in-progress account must use a vendor charge that is assigned to a development job and a cost code.

Editing Approved Payables¶

Informational edits can update invoice references, issued and due dates, payment timing, expense-period dates, notes, and charge payment notes. They cannot change the vendor contract, vendor charge, unit, or lease. Those relationships affect financial attribution or VAT. The received date is also protected because it determines currency conversion.

Use reclassification for supported coding corrections to approved payables. Informational edits do not reverse or repost accounting entries.

Understanding Payable Status¶

Manage Payables and payable details distinguish invoices needing submission from invoices already being reviewed:

• Drafted: No initial approval workflow is currently active. Review the invoice and submit it when ready.
• Pending Approval: An initial approval workflow is active.
• Approval On Hold: The latest action in the active approval workflow is Hold. Check the workflow history for the reason and assigned reviewers.
• Rejected: The invoice was rejected before approval.
• After approval, the displayed status shows payment progress: Unpaid, Partially Paid, Payment in Transit, Paid, or Cancelled. If payment status is not set, it shows Approved.

The Status filter uses these same distinctions. Selecting Drafted excludes invoices currently in approval. The Manage Payables download uses the same status labels and selected filters, with the existing limit of 500 invoices.

These labels do not change invoice approval, payment eligibility, or accounting entries. Approval On Hold clears when a later workflow action supersedes Hold, or when the run ends.

Duplicate Invoice Detection¶

When you view an existing payable whose invoice number matches another payable, Credence shows a warning icon beside the invoice number. Click the warning icon to open the duplicate review. The review compares the current payable with matching records. Matches can include other vendors because a vendor may have been entered more than once. Reviewing these records helps prevent the same supplier invoice from being paid twice.

Credence blocks approval only when an active payable for the same vendor uses the same invoice number. Matches under another vendor remain warnings so you can determine whether the vendors represent the same supplier or whether the invoice number is legitimately reused.

Ingesting and Emailing Invoices¶

You can add invoices to Credence in two main ways:

Ingest Invoices¶

Upload a batch of invoice documents. Credence processes them and drafts payables from the extracted data. This is best for loading many invoices at once.

Upload Invoice via Email¶

Email an invoice to new@invoice.credence-software.com. Credence receives the email and creates a payable from the attachment. This is best for one-off or ad-hoc invoices.

After ingestion or email, Credence sends the submitter an in-app notification when processing finishes or fails if Document ingestion results are enabled in their notification preferences. A successful single-payable notification opens the drafted payable; failures open the related ingestion result for details. Open successful payables from Manage Payables to review details, attach documents, and approve when ready.

Splitting Charge Items¶

When a payable can be edited, each charge item can be split into multiple charge items before the payable is saved or approved. The split keeps the source amount intact and creates projected rows that can be reviewed before applying them to the payable.

Credence supports even, square footage, and percentage splits across selected target properties. If a purchase order is selected and it has usable charge lines, Credence can also allocate the payable charge by the purchase order allocation basis. PO allocation uses the purchase order's charge lines as the weighting source and carries applicable property, vendor charge, project, cost code, account, lease, and unit context into the generated payable rows when those relationships remain valid.

Capital Event Allocations¶

An approved payable charge item can fund one or more capital events. Enter the amount requested from each selected charge item when adding it to a draw request. Credence defaults the requested amount to the charge item's remaining available amount, but a smaller partial amount can be entered.

An optional note can be entered for each selected charge item. The note is saved with the allocation line to provide context for the requested amount or adjustment.

Remaining capital-event capacity is calculated as:

Payable charge amount − allocations in non-cancelled capital events

Draw requests, contributions, and distributions all consume the same capacity. Drafted, approved, and active capital events reserve their allocation amounts. Cancelling a capital event releases its reserved amount for another capital event while preserving the original invoice connection for history.

A charge item can have only one allocation line in the same capital event. Adding more of that charge item to the event increases the existing line. Credence prevents allocations from exceeding the source charge amount, including when another capital event reserves the remaining amount before a save completes.

Charge items with capital-event history cannot be split or deleted.

Cancelling a Payable Linked to a Capital Event¶

Credence handles the capital-event allocation according to the capital event's status:

• Drafted capital event: Cancelling the payable removes the payable's allocation from the draft. Because the capital event is not finalized, its requested amount can change and the payable is no longer shown as a source.
• Approved capital event: Cancelling the payable preserves the allocation and its link to the payable. Credence does not change the amount or source history of an approved capital event.

The payable is cancelled normally in both cases, including reversal of its related accounting entries. If an approved capital event needs an amount correction, create the replacement payable and add the necessary positive or negative adjustment to an editable draw request. The preserved link on the approved capital event provides the audit trail back to the original payable.

Processing Payments¶

To pay vendors through Credence:

1. Manage Payables — Review and approve payables. Only approved payables with an open payment status are eligible to be paid.
2. Process Payments — Use Process Payments to open the list of payables eligible for payment. Select the payables you want to pay in this batch.
3. Configure Payment Details — For each selected payable (and its charge items), choose the bank account and payment method. Submit to generate the payment batch.
4. Review the batch — After processing, Credence opens the payment batch. Download any bank files, confirm submission, or send vendor remittance from that batch.

Reclassing a Payable¶

If the bookings related to an approved payable need to be updated, reclass the payable to update the journal accordingly.

A payable can be reclassed only when it is Approved, Paid, or in Payment in Transit. It cannot be reclassed when any of the following are true:

• It is tied to an accrual purchase order.
• It falls in a locked accounting period.

A payable with linked transactions can still be reclassed. However, the property cannot be changed on a charge item that is linked to a transaction. Other valid changes, such as its account or the payable's accounting period, remain available.

When a payable is reclassed, the journal is impacted in the following manner:

• All bundles that were originally generated when the payable was approved are reversed. This applies to bundles tied to properties impacted by the reclass.
• New bundles are posted to the journal with the reclassed information. These are posted in the same accounting period as the original bundles.
• * Note: bundles generated from a transaction being allocated to the payable are not impacted