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<< Click to Display Table of Contents >> Navigation: MLS 2026 Fully Integrated Accounting > Accounts Payable > Top 10 A/P Mistakes to Avoid |
These are the most common Accounts Payable mistakes that lead to:
•Incorrect balances
•Vendor disputes
•Late payments
•Cash flow problems
•Extra bookkeeping work
Avoiding these problems will help keep your vendor relationships strong and your accounting records accurate.
•Charges or payments are not saved
•Checks are not created
•Vendor balances remain unchanged
👉 Always select Process after completing:
•Invoice entry
•Payment assignment
•Check preparation
•Aging becomes inaccurate
•Bills are overlooked
•Payments may become overdue
👉 Enter vendor invoices the day they are received whenever possible.
•Charges appear under the wrong vendor
•Payment history becomes inaccurate
•Reconciliation becomes difficult
👉 Always verify:
•Vendor name
•Account number
before saving transactions.
•Duplicate invoices become difficult to detect
•Vendor disputes are harder to resolve
👉 Always enter the vendor invoice number in the Notes field.
•Closings are missed
•Aging becomes confusing
•Vendor processing becomes disorganized
👉 Use logical payment cycles such as:
•Weekly
•Monthly
•Special vendor groups
and process them consistently.
•Paid invoices remain active
•Aging totals become cluttered
•Worksheets become harder to review
👉 Always run Period Close after processing payments for a cycle.
•Missing invoices go unnoticed
•Vendor posting errors accumulate
•Duplicate charges may be paid
👉 Compare:
•Worksheets
•Vendor statements
regularly before issuing payments.
•Credit limits may be reduced
•Vendors may place accounts on HOLD or COD
•Emergency purchasing becomes difficult
👉 Review overdue Accounts Payable reports weekly and communicate with vendors proactively.
•Transactions will not process
•General Ledger entries become inaccurate
👉 When using Spread G/L:
•Total distributed Debit amounts must exactly equal the Charge amount.
•Incorrect checks may be issued
•Reconciliation becomes difficult
•Additional correction work is required
👉 Always verify:
•Check alignment
•Amounts
•Vendor information
before finalizing processing.
👉 Good Accounts Payable management is really about:
•Organization
•Consistency
•Follow-through
Small bookkeeping mistakes often become large financial problems later if ignored.
•Post invoices promptly
•Review aging regularly
•Process payment cycles consistently
•Document vendor communication carefully
•Reconcile vendor statements often