Data checklist: Accounts payable

Updated September 07, 2023 16:52

Summary

Learn about the data components and fields required to run an accounts payable (“AP”) analysis within MindBridge:

Accounts payable detailed entries
End of period - Outstanding payables list
Vendor opening balances
Vendor list
Start of period - Outstanding payables list

MindBridge provides powerful analyses with minimal data, but importing additional data fields lets you access additional features and filtering capabilities so the results can be analyzed more efficiently and effectively.

Accounts payable detailed entries (AP detail)

The AP detail contains the increases and reductions in AP accounts, including invoice and cash activities.

Note: This file is required for the current period. For prior periods, if an End of period - Outstanding payables list has been imported, this file is not required but will provide additional insights if imported.

#	Field name	Description	Required?	Control points in effect
1	Entry ID	The identifier for the entry, generally represented by a code or reference number. This is a key field used to connect entries and must be consistent across the data. Example: PO_661	Yes	Activity Flurry Duplicate Document Invoice Out Of Order Old Unpaid Invoice
2	Vendor name	The name of the vendor. This is a key field used to connect entries and must be consistent across the data. Example: Lift Mechanics Ltd. Note: If no vendor ID is provided, analysis will use the Vendor Name as the Vendor ID. If both are provided, analysis will use Vendor ID, but both are displayed. During analysis, entries are matched by Vendor ID	Yes	Activity Flurry Vendor with a Debit Balance (must also have either Start of period - Outstanding payables list or Vendor opening balances provided) Duplicate Document Invoice From Related Party (Used only as key into Vendor List) Invoice Out Of Order Old Unpaid Invoice Unusual Amount by Vendor Vendor Not In Vendor List
3	Amount	The entry’s value, which may be either positive (i.e., debit) or negative (i.e., credit). Example: 19,834.22 (debit position) -19,834.22 (credit position) Note: “Amount” is an alternative field for ledgers that do not provide entries split into separate debit and credit fields.	No	Vendor with a Debit Balance (must also have either Start of period - Outstanding payables list or Vendor opening balances provided) Duplicate Document High Monetary Value Last 3 Digits Memo with Different Period Old Unpaid Invoice 2 Digit Benford Unusual Amount by Vendor
4	Debit	The debit value of the entry. Example: 19,834.22	Yes	Vendor with a Debit Balance (must also have either Start of period - Outstanding payables list or Vendor opening balances provided) Duplicate Document High Monetary Value Last 3 Digits Memo with Different Period Old Unpaid Invoice 2 Digit Benford Unusual Amount by Vendor
5	Credit	The credit value of the entry. Example: 19,834.22	Yes	Vendor with a Debit Balance (must also have either Start of period - Outstanding payables list or Vendor opening balances provided) Duplicate Document High Monetary Value Last 3 Digits Memo with Different Period Old Unpaid Invoice 2 Digit Benford Unusual Amount by Vendor
6	Effective date	The date of the journal entry, regardless of when the entry was posted. This field is used to determine how old the outstanding entry is when aging is calculated. This date may also be known as the “accounting date”. Example: 2014-01-01 (YYYY-MM-DD)	>Yes	Activity Flurry Vendor with a Debit Balance (must also have either Start of period - Outstanding payables list or Vendor opening balances provided) End Of Analysis Period End Of Reporting Period Invoice Created After Effective Date Invoice Out Of Order Old Unpaid Invoice
7	Entry type	The nature of an entry. The following are accepted entry types: Credit memo Debit memo Adjustment Invoice Payment	Yes	Activity Flurry (Invoice only + any entries from Start of period - Outstanding payables list) Cash Expenditure (Payment only) Duplicate Document Invoice From Related Party (Invoice, Credit Memo, Debit Memo, Adjustment + any entries from Start of period - Outstanding payables list) Invoice Out Of Order (Invoice only + any entries from Start of period - Outstanding payables list) Old Unpaid Invoice (Invoice only)
8	Vendor ID	The identifier for the vendor associated with the entry. This is a key field used to connect entries and must be consistent across the data. Example: 102855 Note: If no vendor ID is provided, analysis will use the Vendor Name as the Vendor ID. If both are provided, analysis will use Vendor ID, but both are displayed. During analysis, entries are matched by Vendor ID	No	Activity Flurry Vendor with a Debit Balance (must also have either Start of period - Outstanding payables list or Vendor opening balances provided) Duplicate Document Invoice From Related Party (Used only as key into Vendor List) Invoice Out Of Order Old Unpaid Invoice Unusual Amount by Vendor Vendor Not In Vendor List
9	GL date	The date when the entry was posted in the general ledger, regardless of when it takes effect in the accounting cycle. Example: 2014-01-01 (YYYY-MM-DD)	No	N/A
10	Account ID	The identifier for the general ledger financial account associated with the entry. Example: 14028	No	N/A
11	Invoice Ref	The invoice entry ID or code to link the entry to the invoice. This is a secondary key in payment entries that references the Entry ID field in the corresponding invoice entry. Example: INV-100	No	Duplicate Document
12	Memo	A description of the journal entry (typically entered manually) that provides the context of the transaction through descriptive content or the use of codes. Example: This was paid on Dec 7 from Account 1.2875. It was a manual entry.	No	Empty Text Field Memo with Different Period Suspicious Keywords Note: If no source column is mapped to Memo, but a source column named Memo exists, it will be automatically be used.
13	Due Date	The date the invoice was originally due. Example: 2014-01-01 (YYYY-MM-DD)	No	N/A
14	Invoice date	The date as shown on the vendor's paper. Example: 2021-11-15 (YYYY-MM-DD)	No	Invoice Created After Effective Date
15	Transaction type	The nature of the entry in the context of the accounts payable. Examples: invoice, payment, etc.	No	N/A
16	User ID	The name or identifying code of the user responsible for creating/posting the journal entry. Example: Paul Johnson or 10922	No	N/A

End of period - Outstanding payables list

This document should contain all the payables that are outstanding at the end of the analysis period.

All entries from this file will have Entry Type "outstanding" and are used for aging calculation and visualization.

Note: This file is required for current period analyses. If an AP detail file has been imported into prior period analyses, this file is not required but will provide additional insights if imported.

#	Field name	Description	Required?	Control points in effect
1	Vendor name	The name of the vendor. This is a key field used to connect entries and must be consistent across the data. Example: Lift Mechanics Ltd. Note: If no vendor ID is provided, analysis will use the Vendor Name as the Vendor ID. If both are provided, analysis will use Vendor ID, but both are displayed. During analysis, entries are matched by Vendor ID	Yes	Old Unpaid Invoice Note: This field is used only to identify entries in AP detail and Start of period - Outstanding Payables list that will be used to calculate the risk score.
2	Entry ID	The identifier for the entry, generally represented by a code or reference number. This is a key field used to connect entries and must be consistent across the data. Example: PO_661	Yes	Old Unpaid Invoice Note: This field is used only to identify entries in AP detail and Start of period - Outstanding Payables list that will be used to calculate the risk score.
3	Amount	The entry’s value, which may be either positive (i.e., debit) or negative (i.e., credit). Example: 19,834.22 (debit position) -19,834.22 (credit position) Note: “Amount” is an alternative field for lists that do not provide entries split into separate debit and credit fields	No	Old Unpaid Invoice Note: This field is used only to identify entries in AP detail and Start of period - Outstanding Payables list that will be used to calculate the risk score.
4	Debit	The debit value of the entry. Example: 19,834.22	Yes	Old Unpaid Invoice Note: This field is used only to identify entries in AP detail and Start of period - Outstanding Payables list that will be used to calculate the risk score.
5	Credit	The credit value of the entry. Example: 19,834.22	Yes	Old Unpaid Invoice Note: This field is used only to identify entries in AP detail and Start of period - Outstanding Payables list that will be used to calculate the risk score.
6	Effective date	The date of the journal entry, regardless of when the entry was posted. This field is used to determine how old the outstanding entry is when aging is calculated. This date may also be known as the “accounting date”. Example: 2014-01-01 (YYYY-MM-DD)	Yes	Old Unpaid Invoice Note: This field is used only to identify entries in AP detail and Start of period - Outstanding Payables list that will be used to calculate the risk score.
7	GL date	The date when the entry was posted in the general ledger, regardless of when it takes effect in the accounting cycle. Example: 2014-01-01 (YYYY-MM-DD)	No	N/A
8	Vendor ID	The identifier for the vendor that is associated with the entry. This is a key field used to connect entries and must be consistent across the data. Example: 102855 Note: If no vendor ID is provided, analysis will use the Vendor Name as the Vendor ID. If both are provided, analysis will use Vendor ID, but both are displayed. During analysis, entries are matched by Vendor ID	No	Old Unpaid Invoice Note: This field is used only to identify entries in AP detail and Start of period - Outstanding Payables list that will be used to calculate the risk score.
9	Invoice ref	The invoice entry ID or code to link the entry to the invoice. This is a secondary key in payment entries that references the Entry ID field to the corresponding invoice entry. Example: INV-100	No	N/A
10	Account ID	The identifier for the general ledger financial account associated with the entry. Example: 14028	No	N/A
11	Transaction type	This field allows users to view, sort, and filter outstanding entries based on their type. In the context of the accounts payable, the transaction type field indicates the nature of the entry (for example, invoice, payment, etc.). This field may be different from the Entry type and may originate from sources other than the general ledger.	No	N/A
12	Memo	A description of the journal entry (typically entered manually) that provides the context of the transaction through descriptive content or the use of codes. Example: This was paid on Dec 7 from Account 1.2875. It was a manual entry.	No	N/A
13	User ID	The name or identifying code of the user responsible for creating/posting the journal entry. Example: Paul Johnson or 10922	No	N/A
14	Due date	The date the invoice was originally due. Example: 2014-01-01 (YYYY-MM-DD)	No	N/A
15	Invoice date	The date as shown on the vendor's paper. Example: 2021-11-15 (YYYY-MM-DD)	No	N/A

Vendor opening balances

This optional document should contain the balances of each vendor account at the beginning of the analysis period.

#	Field name	Description	Required?	Control points in effect
1	Vendor name	The name of the vendor. This is a key field used to connect entries and must be consistent across the data. Example: Lift Mechanics Ltd. Note: If no vendor ID is provided, analysis will use the Vendor Name as the Vendor ID. If both are provided, analysis will use Vendor ID, but both are displayed. During analysis, entries are matched by Vendor ID.	Yes	Vendor with a Debit Balance Note: This file is optional. If it is provided, the Start of period - Outstanding payables list is not used for this control point.
2	Balance	The opening balance of a particular vendor at the beginning of the analysis period. Example: 1000.54 Note: “Balance” is an alternative field for lists that do not provide entries split into separate debit and credit fields.	Yes	Vendor with a Debit Balance Note: This file is optional. If it is provided, the Start of period - Outstanding payables list is not used for this control point.
3	Debit	The opening balance of a particular vendor at the beginning of the analysis period as a debit value. Example: 19,834.22	No	Vendor with a Debit Balance Note: This file is optional. If it is provided, the Start of period - Outstanding payables list is not used for this control point.
4	Credit	The opening balance of a particular vendor at the beginning of the analysis period as a credit value. Example: 19,834.22	No	Vendor with a Debit Balance Note: This file is optional. If it is provided, the Start of period - Outstanding payables list is not used for this control point.
5	Vendor ID	The identifier for the vendor associated with the entry. This is a key field used to connect entries and must be consistent across the data. Example: 102855 Note: If no vendor ID is provided, analysis will use the Vendor Name as the Vendor ID. If both are provided, analysis will use Vendor ID, but both are displayed. During analysis, entries are matched by Vendor ID.	No	Vendor with a Debit Balance Note: This file is optional. If it is provided, the Start of period - Outstanding payables list is not used for this control point.

Vendor list

This document provides the names of each vendor and additional information.

#	Field name	Description	Required?	Control points in effect
1	Vendor name	The name of the vendor. This is a key field used to connect entries and must be consistent across the data. Example: Lift Mechanics Ltd. Note: If no vendor ID is provided, analysis will use the Vendor Name as the Vendor ID. If both are provided, analysis will use Vendor ID, but both are displayed. During analysis, entries are matched by Vendor ID. Note: If Vendor ID is not provided, then Vendor Name needs to be unique within this file.	Yes	Invoice from Related Party Vendor Not in Vendor List
2	Vendor ID	The identifier for the vendor associated with the entry. This is a key field used to connect entries and must be consistent across the data. Example: 102855 Note: If no vendor ID is provided, analysis will use the Vendor Name as the Vendor ID. If both are provided, analysis will use Vendor ID, but both are displayed. During analysis, entries are matched by Vendor ID. Note: If Vendor ID is provided, it needs to be unique within this file.	No	Invoice from Related Party Vendor Not in Vendor List
3	Vendor address	One or more addresses associated with the entry’s vendor. Example: 155, Pine Street, New York, NY	No
4	Related	The relationship denotes whether a vendor is a related party. Acceptable values example: Yes/True or blank field only. Note: A “No” in this field will be interpreted as related> because it is not blank.	No	Invoice from Related Party

Start of period - Outstanding payables list

This optional file contains all outstanding payables as at the beginning of the analysis period.

If provided, it is appended to the AP Detail file with duplicates removed (ie: a set union). The combined entries becomes the source data for all AP control points, with the following exceptions:

The Cash Expenditure and Old Unpaid Invoice control points do not consider entries from this file, rather it uses data from AP Detail only
If the Vendor opening balances is provided, entries from that file will be considered for the Vendor with a Debit Balance control point instead.

All entries from this file will have Entry Type "opening" and for analysis have the same treatment as "invoice".

#	Field name	Description	Required?	Control points in effect
1	Vendor name	The name of the vendor. This is a key field used to connect entries and must be consistent across the data. Example: Lift Mechanics Ltd. Note: If no vendor ID is provided, analysis will use the Vendor Name as the Vendor ID. If both are provided, analysis will use Vendor ID, but both are displayed. During analysis, entries are matched by Vendor ID	Yes	Activity Flurry Vendor with a Debit Balance (Used only if Vendor opening balances is not provided) Duplicate Document Invoice From Related Party (Used only as key into Vendor List) Invoice Out Of Order Unusual Amount by Vendor Vendor Not In Vendor List
2	Entry ID	The identifier for the entry, generally represented by a code or reference number. This is a key used to connect entries and must be consistent across the data. Example: PO_661	Yes	Activity Flurry Duplicate Document Invoice Out Of Order
3	Amount	The entry’s value, which may be either positive (i.e., debit) or negative (i.e., credit). Example: 19,834.22 (debit position) -19,834.22 (credit position) Note: The amount is an alternative field for lists that do not provide entries split into separate debit and credit fields.	No	Vendor with a Debit Balance (Used only if Vendor opening balances is not provided) Duplicate Document High Monetary Value Last 3 Digits Memo with Different Period 2 Digit Benford Unusual Amount by Vendor
4	Debit	The debit value of the entry. Example: 19,834.22	Yes	Vendor with a Debit Balance (Used only if Vendor opening balances is not provided) Duplicate Document High Monetary Value Last 3 Digits Memo with Different Period 2 Digit Benford Unusual Amount by Vendor
5	Credit	The credit value of the entry. Example: 19,834.22	Yes	Vendor with a Debit Balance (Used only if Vendor opening balances is not provided) Duplicate Document High Monetary Value Last 3 Digits Memo with Different Period 2 Digit Benford Unusual Amount by Vendor
6	Effective date	The date of the journal entry, regardless of when the entry was posted. This field is used to determine how old the outstanding entry is when aging is calculated. This date may also be known as the “accounting date”. Example: 2014-01-01 (YYYY-MM-DD)	Yes	Activity Flurry Vendor with a Debit Balance (Used only if Vendor opening balances is not provided) End Of Analysis Period End Of Reporting Period Invoice Created After Effective Date Invoice Out Of Order
7	GL date	The date when the entry was posted in the general ledger, regardless of when it takes effect in the accounting cycle. Example: 2014-01-01 (YYYY-MM-DD)	No	N/A
8	Vendor ID	The identifier for the vendor associated with the entry. This is a key field used to connect entries and must be consistent across the data. Example: 102855 Note: If no vendor ID is provided, analysis will use the Vendor Name as the Vendor ID. If both are provided, analysis will use Vendor ID, but both are displayed. During analysis, entries are matched by Vendor ID	>No	Activity Flurry Vendor with a Debit Balance (Used only if Vendor opening balances is not provided) Duplicate Document Invoice From Related Party (Used only as key into Vendor List) Invoice Out Of Order Unusual Amount by Vendor Vendor Not In Vendor List
9	Invoice ref	The invoice entry ID or code to link the entry to the invoice. This is a secondary key in payment entries that references the Entry ID field to the corresponding invoice entry. Example: INV-100	No	Duplicate Document
10	Account ID	The identifier for the general ledger financial account associated with the entry. Example: 14028	No	N/A
11	Transaction type	This will allow users to view, sort, and filter outstanding entries based on their type. In the context of the accounts payable, the transaction type field indicates the nature of the entry (for example, invoice, payment, etc.) This field may be different from the Entry type and may originate from sources other than the general ledger.	No	N/A
12	Memo	A description of the journal entry (typically entered manually) that provides context to the transaction through descriptive content or the use of codes. Example: This was paid on Dec 7 from Account 1.2875. It was a manual entry.	No	Empty Text Field Memo with Different Period Suspicious Keywords Note: If no source column is mapped to Memo, but a source column named Memo exists, it will be automatically be used.
13	User ID	The name or identifying code of the user responsible for creating/posting the journal entry. Example: Paul Johnson or 10922	No	N/A
14	Due date	The date the invoice was originally due. Example: 2014-01-01 (YYYY-MM-DD)	No	N/A
15	Invoice date	The date as shown on the vendor's paper. Example: 2021-11-15 (YYYY-MM-DD)	No	Invoice Created After Effective Date

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Data checklist: Accounts payable

Summary

Accounts payable detailed entries (AP detail)

End of period - Outstanding payables list

Vendor opening balances

Vendor list

Start of period - Outstanding payables list

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Summary

Accounts payable detailed entries (AP detail)

End of period - Outstanding payables list

Vendor opening balances

Vendor list

Start of period - Outstanding payables list

Related articles

Was this article helpful?

Sorry about that! What did you find most unhelpful?