Accounts payable

Know who you owe, and pay them in the right order.

See every supplier with open bills, largest balance first. Pay one bill, several or all of them, oldest first, keep any extra as supplier credit, and read accounts payable ageing by due date. Every payment posts to the supplier’s ledger on its own.

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Suppliers with open bills, largest balance first
Pay oldest first, selected bills or all
Supplier credit, refunds and debit notes
A/P ageing by days past due

What is Accounts payable in Flowyana?

Flowyana accounts payable software keeps track of what you owe suppliers, your creditors, and helps you pay them on time. Bills come in through Purchasing, payments go out from Supplier Payments, and A/P ageing tells you what is overdue. It is for retailers, distributors, restaurants, contractors and any business that buys on credit, in India, the UAE, Saudi Arabia and elsewhere.

Paying suppliers goes wrong in small ways. A payment is put against the wrong bill, an overpayment is forgotten, a debit note sits unused while the bill it should reduce is paid in full. Flowyana shows each supplier’s open bills with due dates, settles payments in the order you choose, and keeps any excess, debit note or refund visible on the supplier’s balance.

Behind every screen is a supplier ledger. Each bill, payment, return and note posts to it, so the payables in your balance sheet and the bills on the payments screen tell the same story.

What it does

Accounts payable, in practice.

Who is owed, at a glance

Supplier Payments opens on the suppliers with open bills, largest balance first, with total outstanding at the top.

Open bills with due dates

Pick a supplier to see each open bill with its date, due date, amount paid, balance and days overdue.

Settle the way you choose

Allocate a payment oldest first, newest first, to the bills you select, or pay all of them in one go.

Extra kept as credit

Whatever is not allocated stays with the supplier as credit, to apply to a later bill or to have refunded.

Credit and debit notes applied

Set unapplied credit or open debit notes against open bills and unpaid credit expenses, and reverse an application if needed.

Refunds from suppliers

Record money a supplier pays back, with the method and date, and reverse it with a reason if it was wrong.

Balance with each supplier

Open bills, unapplied payments and open debit notes give the net payable, or show what the supplier owes you.

A/P ageing

Supplier balances in current, 1–30, 31–60, 61–90 and over 90 days past due, as of any date, by branch.

A ledger for every supplier

Each supplier gets its own ledger when money first moves, and every bill, payment, return and note posts to it.

Payment approval

Put supplier payments under an approval workflow, so money goes out only after the people you name agree.

Only need this module?

Get Purchasing in the plans for the product you run — two or three plans per product, users and branches included. Add one more user or branch any time.

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How it works

Accounts payable, step by step.

1
Open Supplier Payments
See the suppliers you owe, largest balance first, and search by name, code or phone.
2
Pick a supplier
See every open bill with its due date, balance and days overdue, and the supplier’s net balance.
3
Pay
Enter the amount, method and reference, and choose oldest first, newest first, selected bills or pay all.
4
Use what you hold
Set supplier credit or open debit notes against bills before paying cash.
5
Review ageing
Read A/P ageing by due date to plan what to pay next.

In depth

A closer look.

Supplier payments and vendor bills

Supplier Payments starts with the suppliers who have open bills, sorted by largest balance or by name, with the total outstanding. Choose one and each open bill is listed with its date, due date, total, paid, balance and days overdue. Record the payment with a method, date and reference, and allocate it oldest first, newest first, to selected bills or to all of them. Anything not allocated is kept as supplier credit.

Suppliers with open bills listed first
Due dates and days overdue
Four ways to allocate
Excess kept as credit

Credit, debit notes and refunds

Each payment shows how much was applied to bills, refunded by the supplier and still unapplied. Unapplied credit can be set against open bills and unpaid credit expenses later. Debit notes for returns or overcharges are applied the same way. When a supplier pays money back, record it with the method and date. Every application and refund can be reversed with a reason, and the bill’s balance comes back.

Applied, refunded and unapplied per payment
Credit set against bills and credit expenses
Debit notes reduce open bills
Reversible, with a reason

Each supplier’s balance

The Balance tab on a supplier adds up open bills, unapplied payments and open debit notes into one net payable, or shows what the supplier owes you when it runs the other way. Beside it, the supplier’s ledger balance is shown, with a note when it includes opening balances or journal entries not linked to a bill.

Net payable per supplier
Supplier owes you, when it does
Ledger balance beside it
Opening balances explained

Accounts payable ageing (AP aging) and supplier reports

A/P ageing groups what you owe each supplier into current, 1–30, 31–60, 61–90 and over 90 days past the due date, as of any date and for one branch or all. Payments and credits are set against the oldest items first, and you can open any supplier to see the bills and entries behind the row. The Supplier report adds spend in a period and outstanding per supplier.

Five buckets by due date
As of any date, by branch
Open items behind every row
Supplier spend and outstanding

Who it’s for

Businesses that run on Accounts payable.

Distributors and wholesalers

Many suppliers on credit terms, paid oldest first, with ageing to plan each week’s payments.

Restaurants and cafés

Weekly payments to food suppliers, with returns and short deliveries taken off through debit notes.

Contractors and project firms

Subcontractor and material bills tracked by due date, with payments approved before they go.

Retail chains

One view of every supplier owed across branches, and ageing for any one branch.

Owners and accountants

Supplier ledgers that match the payments screen, ready for month end.

Questions

Asked about accounts payable.

What is accounts payable?

Accounts payable is the money your business owes suppliers, its creditors, for goods and services it has been billed for. Managing it means knowing who is owed what, when it falls due, and paying in a sensible order.

How do I pay several supplier bills at once in Flowyana?

Record one payment for the supplier and choose how it settles: oldest bills first, newest first, the bills you select, or all of them. The allocation is shown before you confirm.

What happens if I pay a supplier more than the bills?

The extra stays with the supplier as credit. Apply it to a later bill or an unpaid credit expense, or record a refund when the supplier pays it back.

What is an AP ageing (accounts payable aging) report?

It is a report of what you owe each supplier, grouped by how far past the due date it is: current, 1–30, 31–60, 61–90 and over 90 days. Open a supplier to see the bills and other open items behind the figure.

How is the due date worked out?

From the bill’s own due date. Opening balances, payments on account and items without a due date are aged from their own date.

Can I use debit notes to reduce what I owe?

Yes. Set an open debit note against the supplier’s unpaid bills, and the bills’ balances go down. An application can be reversed if it was made in error.

Can supplier payments go through approval in Flowyana?

Yes. Add an approval workflow and supplier payments wait for the approvers you name before they go through.

Why does the outstanding total differ from the payables on the dashboard?

Outstanding on Supplier Payments is what approved bills still owe. The dashboard figure is the supplier ledgers’ balance, which also counts opening balances, journal entries and payments or debit notes not yet set against a bill.

Do supplier payments post to the books?

Yes. Each payment posts to the supplier’s ledger and to the cash or bank account of the payment method, with no separate entry to make.

Can I see what I owe for one branch?

Yes. The A/P ageing report reads one branch or all of them, as of any date you pick.

What is the best accounts payable software for small businesses in the UAE or India?

Flowyana suits small and mid-sized businesses that buy on credit and want bills, payments and supplier ledgers in one place. It works in your home currency, alongside GST or VAT on purchase bills, for businesses in India, the Gulf and beyond.

One platform

Plays well with the rest.

Purchasing shares its records with every other module you switch on — no connectors, no re-typing.

Purchasing Purchasing Purchasing Purchasing Expenses Accounting Accounting Approvals All features →

Put Accounts payable to work.

Tell us what your business runs. We’ll show you this module live — on its own or alongside the rest — and recommend the plan that fits.

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