Module guide · Financial

Accounts Payable

Upload a vendor invoice and the system reads its fields automatically; a human reviews and corrects them, converts it into a bill, and the bill moves through approval, posting, and payment.

Overview Dashboard Vendor bills Document extraction Good practices

What this module is for

All three screens share the same finance-tier role gate.

Who uses it

Super admins, admins, directors, CFOs, finance managers, and accountants can use every screen in this module.

Where to find it

Open Accounts Payable from the sidebar. A dashboard, plus Vendor Bills and Document Extraction.

1
Upload the invoice
Pick a category and upload a PDF or image; the system extracts vendor, invoice number, dates, and amounts automatically.
2
Review and correct
Check the AI's confidence score, fix any fields that look wrong, and save the review.
3
Convert to a bill
Match it to a vendor record and pick the General Ledger expense account it should post to.
4
Approve, post, and pay
The bill moves Draft → Pending Approval → Approved → Posted → Paid, with Void available before posting.

A few terms you'll see throughout

OCR is optical character recognition, how the system reads text out of a scanned image. GL is the General Ledger, where a posted bill's expense lands.

Dashboard

What the hospital owes, what's overdue, and a 90-day cash outlook.

Stat tiles

Field	What it means
Total Outstanding, Bills Outstanding
Overdue Bills, Projected Closing Cash (90d)	Both highlighted red when they need attention (overdue > 0, or projected cash goes negative).

An AP Aging chart (Current through 90+ days), a 90-day Cash Flow Forecast, an Overdue Bills table that jumps straight into that bill on Vendor Bills, and an Outstanding by Vendor ranked list.

Vendor bills

Create bills, route them through approval, post to the ledger, and record payments.

"New Bill" form

Field	What it means
Vendor, Bill Date, Expense Account*	Expense Account is the General Ledger account the cost is charged to.
Vendor Invoice #, Due Date, Tax Amount (TVA)
Line Items*	Repeatable rows: Description, Quantity, Unit Price. Subtotal, Tax, and Total compute live.
Description / Notes

Actions appear based on the bill's status: Submit for Approval (Draft), Approve (Pending Approval), Post to GL (Approved), Record Payment (Posted or Partially Paid, amount defaults to the balance due and can't exceed it), and Void (any point before posting, irreversible).

Draft —

Pending Approval —

Approved —

Posted — in the General Ledger, ready for payment

Partially Paid —

Paid —

Void / Rejected —

Document extraction

Upload a vendor invoice or receipt and let AI read its fields before converting it into a bill.

Upload

Field	What it means
Category*	Vendor Invoice, Receipt, Bank Statement, Utility Bill, Tax Document, Payroll Document, Contract, or Other.
File*	PDF, JPG/JPEG, PNG, TIFF, WEBP, or BMP. PDF text is read directly; images use OCR.

Each document gets a confidence score: green ≥75%, amber 50–74%, red below 50%. Review and correct Vendor Name, Invoice #, Invoice/Due Date, Subtotal, Tax, Total, and Currency, then Save Review. Re-extract retries the AI; Convert to Vendor Bill asks you to match a vendor and pick an expense account (blocked if the Total is still missing or zero).

Uploaded / Extracting… —

Extracted — fields auto-filled, awaiting review

Reviewed — a person confirmed the fields

Converted to Bill —

Extraction Failed / Rejected —

Good practices

Always check confidence before converting

Amber and red scores mean the AI is guessing, verify every field, especially Total, before it becomes an official bill.

Use the Overdue Bills table on the dashboard as your daily worklist

It jumps straight into the specific bill on Vendor Bills, no need to search.

Void only works before a bill is posted

Once posted or paid, a bill is in the books, plan corrections accordingly and catch mistakes early in the approval chain.

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