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.

Recommended data relationship

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

• 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.

Recommended load order

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.

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

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 or Companion Metrics.

Contracts help you:

• Track vendor commitments

• Compare contracted amount with actual spend

• Compare planned and actual values in the companion metrics

• 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

Manage Contract Metrics

The Manage Contract Metrics option allows you to associate one or more Companion Metrics with a contract. These metrics can then be used for reporting and performance tracking within the Contract Portfolio dashboard.

By linking metrics to contracts, organizations can compare planned metric targets against actual metric values and monitor whether contractual obligations, service levels, or consumption targets are being achieved.

Why use Contract Metrics?

Contract Metrics help provide additional business context beyond contract spend. They can be used to track key contractual measures such as:

• Number of service requests

• Transaction volumes

• User counts

• Support tickets

• Storage consumption

• API calls

• Service utilization metrics

• Other business or operational KPIs

Once linked, these metrics can be analyzed alongside contract spend in reporting dashboards.

Add a metric to a contract

To link a Companion Metric to a contract:

1. Navigate to Accounts Payable > Contracts.

2. Locate the required contract.

3. Click the Manage Contract Metrics icon in the Actions column.

   

4. In the Manage Contract Metrics window, select a metric from the Metrics drop-down list.

   

5. Click Add.

6. The selected metric is added to the contract and displayed in the metrics list.

The list displays:

• Metric Name

• Target Value

• Unit of Measure

Remove a metric from a contract

To remove a linked metric:

1. Open Manage Contract Metrics for the required contract.

2. Locate the metric in the list.

3. Click the Delete icon.

4. Confirm the action if prompted.

Viewing linked metrics

After metrics are linked to a contract, they are available for reporting within the Contract Portfolio dashboard.

The Contract Metrics visual can be used to:

• View metrics associated with a contract.

• Compare planned and actual metric values.

• Review contractual performance against agreed targets.

This helps organizations evaluate both the financial and operational performance of their contracts from a single reporting view.

Next step

Load Accounts Payable data

Related content

Matser Data

Companion Metrics