Payables from bill to payment.
DuplicateBillAlert
Keyed on vendor plus their invoice number, run before save, and blocking. Proceeding requires a typed reason that is recorded — paying the same invoice twice is the single most common and most expensive AP error.
This looks like a duplicate. Saving is blocked.
Same vendor and vendor invoice number — The same vendor invoice number is already posted and was paid on 18 September 2026.
New entry
Amazon Web Services
AWS-2026-09-4417
30 Sep 2026
4,120 US DollarAlready in the ledger
Amazon Web Services
AWS-2026-09-4417
1 Sep 2026 · posted 2 Sep 2026
4,120 US DollarSame vendor and amount, within five days — Same amount, same vendor, within seven days. Different invoice number — possibly a re-issued invoice.
New entry
Amazon Web Services
AWS-2026-09-4417
30 Sep 2026
4,120 US DollarAlready in the ledger
Amazon Web Services
AWS-2026-09-4419
27 Sep 2026 · posted 28 Sep 2026
4,120 US DollarBillForm · BillDetail
An early-payment discount is shown with its annualised return, because 2/10 net 30 is a 36.7% annual return and “save $64” does not convey that. The suggested coding names its basis, so the approver can disagree with the reasoning rather than just the answer.
Pay by 3 Oct 2026 to save 64 US Dollar (2%) — a 37% annualized return.
Datadog
Suggested coding: 6200 Software and subscriptions — Last 11 bills from this vendor were coded here.. Shown as a suggestion, not applied.
A bill without a source document cannot be approved.
USD
aws-invoice-2026-09.pdf
Amazon Web Services
AWS-2026-09-4417
Due 15 Oct 2026
4,120 US DollarCoding
| 6100 Hosting and infrastructureAcme US · Engineering | 3,480 US Dollar |
|---|---|
| 5000 Cost of revenueAcme US · Delivery | 640 US Dollar |
| Total | 4,120 US Dollar |
Audit trail
Received by email and OCR'd
AP inbox (System) · 30 Sep 2026, 09:12 UTC
Coded and submitted for approval
A. Rivera (Staff accountant) · 30 Sep 2026, 11:04 UTC
Approved version 2
M. Chen (Controller) · 1 Oct 2026, 08:30 UTC
ThreeWayMatch · MatchExceptionQueue
Matched at the line level, not on the document total — an over-shipment on one line and a short-shipment on another can net to a perfect total match while both lines are wrong. Tolerances are stated, and every exception gets a named disposition.
Tolerances in force: quantity ±2%, price ±1%. Matching is line by line, not on header totals.
Match exceptionssorted by age, then amount
- Iron MountainQuantity received (18) is below the quantity invoiced (24) — outside the 2% tolerance.10d468 US Dollar
ApprovalChain · ApprovalInbox
Segregation of duties is enforced, not configurable: the preparer's approve action is absent. Approvals bind to a version — editing an approved bill voids its approvals and shows the re-approver what changed.
Approval chain
For 4,120 US Dollar · version 3This bill changed after approval. 1 approval was voided and must be re-requested, with the change shown to the re-approver.
Department ownerJ. Okafor
Voided — approved 1 Oct 2026, 08:12 UTC on version 2
ControllerM. Chenrequired above 1,000 US Dollar
Awaiting approval
CFOS. Delacroixrequired above 10,000 US Dollar
Not required at this amount
You prepared this bill, so you cannot approve it. That separation is structural, not a setting.
Currently blocking: Controller (M. Chen).
Approval chain
For 4,120 US Dollar · version 3This bill changed after approval. 1 approval was voided and must be re-requested, with the change shown to the re-approver.
Department ownerJ. Okafor
Voided — approved 1 Oct 2026, 08:12 UTC on version 2
ControllerM. Chenrequired above 1,000 US Dollar
Awaiting approval
CFOS. Delacroixrequired above 10,000 US Dollar
Not required at this amount
Currently blocking: Controller (M. Chen).
- 4,120 US Dollar
Amazon Web Services
Due 15 Oct 2026
6100 Hosting · Acme US · Engineering
Amazon Web Services Invoice document This renders inline so the approver can read what they are approving without leaving the inbox.
- 3,200 US Dollar
Datadog
Due 1 Oct 2026
6200 Software · Acme US · Engineering
PaymentRunBuilder · PaymentRunPreview
The run states the cash remaining after it settles, not just the run total — a run that clears the account is a decision, and it should look like one. A per-payment failure states its reason and its remedy; the rest of the run is unaffected.
Bills available to pay
- Amazon Web ServicesDue 15 Oct 2026account ending 44174,120 US Dollar
- DatadogDue 1 Oct 2026account ending 9021Save 64 US Dollar if paid by 3 Oct 20263,200 US Dollar
- Iron MountainDue 20 Sep 2026account ending 3390468 US Dollar
- Fabrikam ConsultingDue 30 Oct 2026account ending 7781Bank details changed 26 Sep 20261,840 US Dollar
| Available cash | 42,184 US Dollar |
|---|---|
| This run (2 bills) | negative 7,320 US Dollar |
| Cash remaining after the run | 34,864 US Dollar |
3 of 4 payments sent. 1 failed.
- Amazon Web ServicesPayment sent4,120 US Dollar
- DatadogPayment sent3,200 US Dollar
- Iron MountainThe receiving bank rejected the account number (R03, no account on file).Confirm the account with Iron Mountain by call-back, update the vendor record, and re-run this payment on its own. The other three payments were sent.Payment failed468 US Dollar
- Fabrikam ConsultingPayment sent1,840 US Dollar
VendorMaster · BankDetailChangeAlert
Bank details are versioned and every version records who changed them and how the change was verified. An unverified change before a scheduled payment is the classic invoice-fraud vector, so it owns the screen and blocks the run.
Fabrikam Consulting changed bank details
Vendor-impersonation attacks work by changing bank details just before a large payment. Re-verify out of band — by calling a number you already had, not one from the email requesting the change.
A payment of 1,840 US Dollar is scheduled for 1 Oct 2026.
Previous
account ending 7781routing ••0021
New
account ending 4408routing ••6612
26 Sep 2026, 00:00 UTC by Inbound email request
Fabrikam Consulting
Tax ID 98-••••4417
Bank details — versioned, never overwritten
v2account ending 4408routing ••6612
Changed 26 Sep 2026, 00:00 UTC by Inbound email request
No out-of-band verification recorded
v1account ending 7781routing ••0021
Changed 14 Mar 2024, 00:00 UTC by A. Rivera, Staff accountant
Call-back to the vendor's published main line, 14 Mar 2024
ExpenseCapture · CardTransactionMatch
OCR output is editable and shown as a suggestion, never as a fact. Policy violations are named at capture time, not discovered at approval, and the receipt-to-transaction match is explicit on both sides.
Receipt image
Read from the image, editable — shown beside it, never applied silently.
Policy — shown now, at entry, so the fix is cheap
- Meals over $75 per head require an attendee list. None was provided.
- The receipt date is 6 days old; the policy window is 5 days.
Card transactions without a receipt (1)
- United Airlines18 Sep 20261,842 US Dollar
Receipts without a transaction (1)
- Hertz19 Sep 2026428 US Dollar
Transactions are matched to receipts, never re-entered.
UninvoicedReceiptsReport · BillRegister · CashRequirements
Goods received but not invoiced drive the GR/IR accrual. An open purchase order at period end is a commitment disclosure, not an accrual, so the two are kept apart — conflating them overstates liabilities.
Goods received, not yet invoiced (GR/IR)
This report is the evidence for the period-end accrual, and it generates it.
- Iron MountainPO-4412 · received 18 Sep 202612d468 US Dollar
- Dell TechnologiesPO-4418 · received 26 Sep 20264d2,216 US Dollar
Open purchase orders — a disclosure, not an accrual
Nothing has been received against these, so nothing is accrued. They are a commitment disclosure.
- Fabrikam ConsultingPO-44205,600 US Dollar
- Dell TechnologiesPO-44211,840 US Dollar
Cash requirements
| Due within 7 days | 3,668 US Dollar |
|---|---|
| Due in 8 – 30 days | 5,960 US Dollar |
| Due in 31 – 60 days | 1,840 US Dollar |
| Semi-monthly payroll15 Oct 2026 | 24,800 US Dollar |
| Payroll taxes17 Oct 2026 | 7,420 US Dollar |
| Total required | 43,688 US Dollar |
| Available cash | 42,184 US Dollar |
| Shortfall | negative 1,504 US Dollar |