How Do I Use the Accounts Payable Section?

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The accounts payable section of the accounting tab is where you can manage invoices you have received from other members as well as business expenses. Use your accounts payable section to keep track of all your received invoices, including those from non-CX suppliers which you can generate through accounts payable. 

By entering your expenses into the system, e.g. utility bills, you can see your company’s overall cash flow, including invoices. You can then use this information to integrate HMRC’s ‘Making Tax Digital’ service when submitting VAT returns. 

IN THIS ARTICLE:  

• How to find invoices needing payment 
• How to mark an invoice as ‘Approved for Payment’ 
• How to create an invoice on behalf of a non-CX member 
• How to add a credit note 
• How to view all your suppliers 
• Types of charges on an invoice 

How to find invoices needing payment 

Step 1) Click on the ‘Accounting’ tab from the top menu bar. 

Step 2) Click on ‘Accounts Payable’ then select ‘View CX Supplier Invoices’. 

Step 3) The system will automatically filter your received invoices by showing you those from ‘This month’. You can also change the date range to narrow down your search results.  

Uncheck the ‘Invoice date’ box to view all your supplier invoices. 

Step 4) Click the box next to ‘Unapproved invoices.’ 

Step 5) To view supplier invoices still awaiting payment, select ‘Filter Invoices’. 

How to mark an invoice as ‘Approved for Payment’ 

Step 1) Click on the ‘Accounting’ tab from the top menu bar. 

Step 2) Click on ‘Accounts Payable’ then select ‘View CX Supplier Invoices’. 

Step 3) The system will automatically filter your received invoices by showing you those from ‘This month’. You can also change the date range to suit your needs. 

Uncheck the ‘Invoice date’ box to view all your supplier invoices. 

Step 4) Find the invoice you wish to mark as approved. Check the box under ‘Approve to Pay’. 

Step 5) Click on ‘Submit Invoices’ to confirm. 

How to create an invoice on behalf of a non-CX member 

Step 1) Click on the ‘Accounting’ tab from the top menu bar. 

Step 2) Click on ‘Accounts Payable’ then click ‘New Supplier Invoice’. 

Step 3) Select the contact you wish to create the invoice for by clicking ‘Contacts’ and choosing from the menu on the left. Then click ‘Use This Contact’. 

If it is a new contact, select ‘Add New Customer’ and complete their details and click ‘Save’. 

Step 4) Enter the amount, expense type and tax, if applicable. 

Step 5) Remember to indicate whether the invoice has been paid or not by selecting the payment status. 

Step 6) Click ‘Save’ to generate the invoice. 

How to add a credit note 

The ‘Accounts Payable’ section of your accounting tab is also capable of creating invoices for non-CX members so you can view your total outgoings. If you raise an invoice for a non-CX member, you’ll need to add a credit note manually.  

Reasons why you may need a credit note: 

• You supplier overcharged you by mistake. 
• An invoice was issued to you but intended for another member. 
• You were unhappy with the service you received and want to be credited for either the full amount or a partial amount agreed with your supplier. 

Step 1) Click on the ‘Accounting’ tab from the top menu bar. 

Step 2) Click on ‘Accounts Payable’ then select ‘New Supplier Credit Note’. 

Step 3) Fill in the required fields – select the contact, then add the amount and the expense type. Complete the other fields as required. 

Step 4) Click ‘Save’.  

Step 5) To view a list of your non-Exchange supplier invoices and credit notes, hover your mouse over ‘Accounts Payable’, then select ‘View Supplier Invoices’. 

How to view all your suppliers 

Step 1) Click on the ‘Accounting’ tab from the top menu bar. 

Step 2) From the ‘Accounts Payable’ drop-down select ‘My Suppliers’. 

Step 3) You will now see a list of your supplier contacts. 

To add a new supplier, click ‘Add New Contact’, complete the fields and click ‘Save’. 

You can export a list of your contacts to an Excel spreadsheet by selecting the ‘Export All Contacts’ button at the bottom of the page. 

Types of charges on an invoice 

 You may have noticed additional charges added to some of your invoices like the example below.  

Additional charges added to your invoice should have been agreed beforehand by yourself and your supplier.  

Be sure to include information like waiting and cancellation charges on your company profile. 

The Exchange cannot mediate over additional charge disputes so it’s important to work it out with the other member and come to a mutual agreement. 

Types of charges you may see on a received invoice include: 

• Delivery Charge – The agreed rate between you and another member for the delivery of loads. 
• Waiting Time – An additional charge for delayed waiting at loading/delivery sites. 
• Extra Mileage – A charge for additional mileage on top of what was already agreed upon.  
• Cancellation Charge – Charging for the cancellation of a load.  
• 2 Man – An additional charge if a 2-man service was required.  
• Congestion Charge – Additional charges for entering locations inside of a congestion zone.  
• Damage – Charges for damages. 
• Ferry Charge – Charges for ferry costs.  
• Late Payment Charge – Additional charges for the late payment of an invoice.  
• Miscellaneous – Any other costs (details can be added to the notes section).  
• Parking – Charges incurred for parking.  
• Tolls Charge – Charges for using toll roads.  
• ULEZ (Ultra Low Emission Zone) – An additional charge for entering the ULEZ zone in London.