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Data checklist: Accounts payable

Article author
Jonathon Plowman-Samson
  • Updated

Summary

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

MindBridge provides powerful analyses with minimal data, but importing additional data fields unlocks 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.

#


Field name


Description


Required?


Control points in effect

1

Vendor ID

The identifier for the vendor associated with the entry.

Example: 102855

No

  • Duplicate 
  • Invoice to Related Party
  • Unusual Amount By Vendor
  • Vendor Activity Flurry
  • Invoice Out of Order
  • Old Unpaid Invoice
  • Vendor Not in Vendor List
  • Vendor with Debit Balance

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.

Yes

  • Duplicate 
  • Invoice to Related Party
  • Unusual Amount By Vendor
  • Vendor Activity Flurry
  • Invoice Out of Order
  • Old Unpaid Invoice
  • Vendor Not in Vendor List
  • Vendor with Debit Balance

3

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

  • Duplicate (duplicates require similar Entry IDs)

4

Entry Type

The nature of an entry. The following are accepted entry types:

  • Credit memo
  • Debit memo
  • Adjustment
  • Invoice
  • Payment

Yes

  • Vendor Activity Flurry (for “invoice” entry types)
  • Duplicate (entry types must match)
  • New Invoice to Customer in Arrears (for “invoice” entry types)
  • Old Unpaid Invoice (for “invoice” entry types)
  • Vendor with a Debit Balance (for “invoice” entry types)
  • End of Analysis Period
  • Invoice to Related Parties
  • Invoice Out of Order

5

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
  • Suspicious Keywords
  • Memo with Different Period

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

  • Vendor Activity Flurry
  • Creditor Debit Balance (Vendor with a Debit Balance)
  • End of Analysis Period (AP)
  • End of Reporting Period
  • Start of Reporting Period
  • Start of Analysis Period (AP)
  • Weekend Post
  • Invoice created after Effective Date
  • Invoice Out of Order
  • Old Unpaid Invoice

7

Debit

The debit value of the entry.

Example: 19,834.22

Yes

  • Creditor Debit Balance (Vendor with a Debit Balance)
  • Duplicate (monetary values must match between entries)
  • Unusual Amount
  • Unusual Amount By Vendor
  • Memo with Different Period
  • Old Unpaid Invoice
  • Vendor with Debit Balance

8

Credit

The credit value of the entry.

Example: 19,834.22

Yes

  • Creditor Debit Balance (Vendor with a Debit Balance)
  • Duplicate (monetary values must match between entries)
  • Unusual Amount
  • Unusual Amount By Vendor
  • Memo with Different Period
  • Old Unpaid Invoice
  • Vendor with Debit Balance

9

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 general ledgers that do not provide entries split into separate debit and credit fields.

No

 

  • Creditor Debit Balance (Vendor with a Debit Balance)
  • Duplicate (monetary values must match between entries)
  • Unusual Amount
  • Unusual Amount By Vendor
  • Memo with Different Period
  • Old Unpaid Invoice
  • Vendor with Debit Balance

10

GL Entered 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

  • Invoice Created After Effective Date

11

Due Date

The date the invoice was originally due.

Example: 2014-01-01 (YYYY-MM-DD)

No

 

12

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 

13

Transaction Type

The nature of the entry in the context of the accounts payable.

Examples: invoice, payment, etc.

No

N/A

14

Account ID

The identifier for the general ledger financial account associated with the entry.

Example: 14028

No

N/A

15

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.


#


Field name


Description


Required?


Control points in effect

1

Vendor ID

The identifier for the vendor that is associated with the entry.

Example: 102855

No

  • 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.

Yes

  • Duplicate 
  • Invoice to Related Party
  • Unusual Amount By Vendor
  • Vendor Activity Flurry
  • Invoice Out of Order
  • Old Unpaid Invoice
  • Vendor Not in Vendor List
  • Vendor with Debit Balance

3

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

4

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
  • Suspicious Keywords
  • Memo with Different Period

5

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

6

Debit

The debit value of the entry.

Example: 19,834.22

Yes

  • Old Unpaid Invoice

7

Credit

The credit value of the entry.

Example: 19,834.22

Yes

  • Old Unpaid Invoice

8

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)

No

Note: The amount is an alternative field for the general ledgers that do not provide entries split into separate debit and credit fields.

  • Old Unpaid Invoice

9

GL Entered 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

  • Invoice Created After Effective Date

10

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 

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

Account ID

The identifier for the general ledger financial account associated with the entry.

Example: 14028

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

 


Vendor list

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


#


Field name


Description


Required?


Control points in effect

1

Vendor ID

The identifier for the vendor associated with the entry.

Example: 102855

No

  • Duplicate 
  • Invoice to Related Party
  • Invoice Out of Order
  • Old Unpaid Invoice
  • Vendor Not in Vendor List
  • Vendor with Debit Balance

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.

Yes

  • Duplicate
  • Invoice to Related Party
  • Invoice Out of Order
  • Old Unpaid Invoice
  • Vendor Not in Vendor List
  • Vendor with Debit Balance

3

Vendor Address

One or more addresses associated with the entry’s vendor.

Example: 155, Pine Street, New York, NY

No

 

4

Related Party

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 to Related Party

 


Vendor opening balances list

This 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 ID

The identifier for the vendor associated with the entry.

Example: 102855

No

  • Vendor with Debit Balance

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.

Yes

  • Vendor with Debit Balance

3

Opening Balance

The opening balance of a particular vendor at the beginning of the analysis period.

Example: 1000.54

Yes

  • Vendor with Debit Balance

 


Start of period - Outstanding payables list

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


#


Field name


Description


Required?


Control points in effect

1

Vendor ID

The identifier for the vendor associated with the entry.

Example: 102855

No

  • Duplicate 
  • Invoice to Related Party
  • Unusual Amount By Vendor
  • Vendor Activity Flurry
  • Invoice Out of Order
  • Old Unpaid Invoice
  • Vendor Not in Vendor List
  • Vendor with Debit Balance

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.

Yes

  • Duplicate 
  • Invoice to Related Party
  • Unusual Amount By Vendor
  • Vendor Activity Flurry
  • Invoice Out of Order
  • Old Unpaid Invoice
  • Vendor Not in Vendor List
  • Vendor with Debit Balance

3

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

  • Duplicate 

4

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
  • Suspicious Keywords
  • Memo with Different Period

5

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

  • Vendor Activity Flurry
  • Creditor Debit Balance (Vendor with a Debit Balance)
  • End of Analysis Period (AP)
  • End of Reporting Period
  • Start of Reporting Period
  • Start of Analysis Period (AP)
  • Weekend Post
  • Invoice created after Effective Date
  • Invoice Out of Order
  • Old Unpaid Invoice

6

Debit

The debit value of the entry. 

Example: 19,834.22

Yes

  • Creditor Debit Balance (Vendor with a Debit Balance)
  • Duplicate (monetary values must match between entries)
  • Unusual Amount
  • Unusual Amount By Vendor
  • Memo with Different Period
  • Old Unpaid Invoice
  • Vendor with Debit Balance

7

Credit

The credit value of the entry. 

Example: 19,834.22

Yes

  • Creditor Debit Balance (Vendor with a Debit Balance)
  • Duplicate (monetary values must match between entries)
  • Unusual Amount
  • Unusual Amount By Vendor
  • Memo with Different Period
  • Old Unpaid Invoice
  • Vendor with Debit Balance

8

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 the general ledgers that do not provide entries split into separate debit and credit fields.

No

  • Creditor Debit Balance (Vendor with a Debit Balance)\
  • Duplicate (monetary values must match between entries)
  • Unusual Amount
  • Unusual Amount By Vendor
  • Memo with Different Period
  • Old Unpaid Invoice
  • Vendor with Debit Balance

9

GL Entered 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

  • Invoice Created After Effective Date

10

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

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

Account ID

The identifier for the general ledger financial account associated with the entry.

Example: 14028

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

 


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