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Accounts Payable: FAQ and Best Practices

A short guide to getting the most out of the module — the habits that keep your finances tidy, and quick answers to the questions clinics ask most.

Best Practices​

  • Register a bill as soon as you know about it. The moment an expense is agreed, add it. A bill you can see is a bill you won't forget.
  • Attach documents at the moment of entry. Add the invoice or bank slip when you create the bill, and the payment proof when you pay. The full story stays in one place.
  • Use categories. Categorized expenses turn into far more useful filters and reports later.
  • Review due dates weekly. Open the Next 7 days shortcut once a week to see what's coming, and Overdue to make sure nothing slipped.
  • Record payments the same day they happen. This keeps your outstanding balance and cash-out forecast trustworthy.
  • Keep one clear routine to avoid duplicates. Decide who registers bills and when, so the same expense isn't entered twice.

Frequently Asked Questions​

Can I pay a bill in parts?​

Yes. In the Record payment dialog, enter less than the outstanding amount. The bill becomes Partially paid and keeps the remainder open, so you can pay the rest later. See Recording a Payment.

Can I attach both a bank slip and a payment proof?​

Yes. Each bill can hold several documents. Attach the bank slip when you register the bill, and the payment proof after you pay — choosing the right Document type for each. See Attaching Financial Documents.

How do I see overdue bills?​

Use the Overdue shortcut on the Accounts payable screen, or set the Status filter. Overdue due dates are also highlighted in the list. See Exploring Accounts Payable.

How do I find all the bills of one supplier?​

Use the Payee filter and choose the supplier — you can type to search. Combine it with a date range to see that supplier's expenses in a given period.

What's the difference between an installment plan and a recurring rule?​

An installment plan splits one purchase into a fixed number of dated parts (for example, equipment paid in 6 installments). A recurring rule is an expense that repeats on its own schedule with no single purchase behind it (for example, monthly rent). See Creating an Installment Payable and Creating a Recurring Payable.

What happens when a recurring expense reaches its limit?​

If you set a number of Occurrences when creating the rule, Veetz stops generating new bills once that limit is reached. Leave Occurrences empty for a recurrence with no fixed end.

How much do I still owe on a bill?​

Open the bill and read the summary cards at the top: Total, Paid, and Outstanding. The Outstanding value is what remains to be paid, always shown with its currency code.

What do the different statuses mean?​

  • Open — nothing paid yet.
  • Partially paid — part of the amount has been paid; the rest is still open.
  • Paid — fully settled.
  • Cancelled / Void — a bill that is no longer active. These bills stay visible for history but are not part of what's due.

Why does the screen say a connection is required?​

Accounts payable works online so your financial records stay consistent across your whole team and every device. When there's no connection, reconnect and the screen works normally again.

If you encounter any difficulties during this process, do not hesitate to contact our support.