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Accounts Payable

Overview

Accounts Payable in Yarken Designer allows you to manage supporting financial records such as Invoices, Purchase Orders, and Contracts. These records provide additional context for vendor spend and help you to track the expenses at vendor-level.

Accounts Payable data enriches reporting and transaction details by connecting spend to:

  • Vendor invoices

  • Purchase orders

  • Vendor contracts

  • Cost centers

  • Accounts

  • Vendors

Once Accounts Payable data is added, invoice and related details can be viewed in transaction detail lists across applicable reports.

What is included in Accounts Payable

Accounts Payable includes the following datasets:

  • Invoices

  • Purchase Orders

  • Contracts

These datasets work together to create a commercial trail from contract commitment to purchase order and invoice.

Accounts Payable records are most useful when they are linked correctly.

Recommended relationship:

Contract → Purchase Order → Invoice

  • A Contract defines the commercial agreement with a vendor.

  • A Purchase Order can be linked to a contract.

  • An Invoice can be linked to a purchase order.

All three can be associated with vendors, cost centers, and accounts where applicable.

To ensure records can be linked correctly, load data in this order:

  1. Vendors in Master Data
    Vendors must exist before linking invoices, purchase orders, or contracts.

  2. Accounts and Cost Centers in Master Data
    Required if Accounts Payable records need to be associated with accounting or ownership structures.

  3. Contracts
    Load contracts before purchase orders if purchase orders need to be linked to contracts.

  4. Purchase Orders
    Load purchase orders before invoices if invoices need to be linked to purchase orders.

  5. Invoices
    Load invoices after vendor and purchase order data is available.

Invoices

Invoices represent vendor bills received by your organization. Each invoice captures details such as invoice number, invoice date, invoice amount, vendor, and optional links to purchase orders, cost centers, and accounts.

Invoices are useful for validating vendor spend and providing invoice-level visibility in transaction reporting.

Invoices help you:

  • Track vendor billing details

  • Link invoice spend to vendors

  • Associate invoice records with purchase orders

  • Provide transaction-level detail in reports

Mandatory fields

When adding or uploading invoices, the following fields are required:

  • Invoice Number
    Unique identifier for the invoice.

  • Invoice Date
    Date associated with the invoice.

  • Invoice Amount
    Total amount of the invoice.

  • Vendor Name
    Vendor linked to the invoice.

Optional fields

You may also provide:

  • Invoice Description

  • PO Number

  • Cost Center Name

  • Account Name

  • Custom String fields

Use optional fields to improve traceability and reporting context.

Notes:

  • Vendors must exist in Master Data before they can be linked to invoices.

  • Add purchase orders before invoices if invoices need to be linked to purchase orders.

  • Invoice details become available in transaction-level reporting where applicable.

Purchase Orders

Purchase Orders represent official purchasing documents issued for products or services. They capture what was ordered, the agreed value, vendor information, and optional links to contracts or cost centers.

Purchase Orders help you:

  • Track approved purchasing commitments

  • Link invoices to purchase orders

  • Link purchase orders to contracts

  • Analyze spend by vendor, contract, or cost center

  • Improve governance over committed spend

Mandatory fields

When adding or uploading purchase orders, the following fields are required:

  • PO Number
    Unique identifier for the purchase order.

  • PO Date
    Date associated with the purchase order.

  • PO Amount
    Total value of the purchase order.

  • Vendor Name
    Vendor linked to the purchase order.

Optional fields

You may also provide:

  • PO Description

  • Requester

  • Status

  • Contract Number

  • Cost Center Name

  • Custom String fields

Notes:

  • Vendors must exist before purchase orders can be linked to them.

  • Add contracts before purchase orders if purchase orders need to be linked to contracts.

  • Cost Center Name is optional but recommended when ownership or departmental reporting is required.

Contracts

Contracts represent vendor agreements that define commercial terms, committed amounts, and contract periods. They help track long-term obligations, negotiated agreements, and contract-related spend.

Contracts can be linked to vendors and optionally to cost centers.

Contracts help you:

  • Track vendor commitments

  • Compare contracted amount with actual spend

  • Link purchase orders to vendor agreements

  • Monitor contract start and end dates

  • Support vendor and contract portfolio reporting

Mandatory fields

When adding or uploading contracts, the following fields are required:

  • Contract Number
    Unique identifier for the contract.

  • Contract Amount
    Total contracted value.

  • Vendor Name
    Vendor linked to the contract.

Optional fields

You may also provide:

  • Contract Description

  • Contract Type

  • Actual Spend

  • Start Date

  • End Date

  • Status

  • Active

  • Cost Center Name

  • Custom String fields

Notes:

  • Vendors must exist before contracts can be linked to them.

  • Start Date and End Date are optional but recommended for contract lifecycle tracking.

  • Use Active to indicate whether a contract should be treated as active in the application.

  • Actual Spend can help compare usage or billed amounts against the contracted value.

Next step

Load Accounts Payable data

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Matser Data