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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

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

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

 

4

Debit

The debit value of the entry.

Example: 19,834.22

Yes

5

Credit

The credit value of the entry.

Example: 19,834.22

Yes

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

7

Entry type

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

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

Yes

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

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.


#


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

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

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

4

Debit

The debit value of the entry.

Example: 19,834.22

Yes

5

Credit

The credit value of the entry.

Example: 19,834.22

Yes

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

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

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

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

3

Debit

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

Example: 19,834.22

Yes

4

Credit

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

Example: 19,834.22

Yes

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 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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