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IAS 16 includes in the cost of property, plant and equipment the purchase price, import duties, and non-recoverable taxes. It also includes costs directly attributable to getting the asset ready for use, such as delivery and installation. General administrative overheads are excluded.",{"type":78,"attrs":738,"content":740},{"textAlign":26,"key":739},"p-42",[741],{"text":742,"type":84},"A GBP 999 laptop under a GBP 1,000 capitalisation limit goes to expense straight away.",{"type":78,"attrs":744,"content":746},{"textAlign":26,"key":745},"p-43",[747],{"text":748,"type":84},"Timing depends on your accounting basis:",{"type":153,"content":750},[751,763],{"type":156,"content":752},[753],{"type":78,"attrs":754,"content":756},{"textAlign":26,"key":755},"p-44",[757,761],{"text":758,"type":84,"marks":759},"Accrual accounting:",[760],{"type":225},{"text":762,"type":84}," You record the bill and the payable when the invoice arrives, using the invoice date.",{"type":156,"content":764},[765],{"type":78,"attrs":766,"content":768},{"textAlign":26,"key":767},"p-45",[769,773],{"text":770,"type":84,"marks":771},"Cash basis accounting:",[772],{"type":225},{"text":774,"type":84}," Nothing is recorded until you pay, so there is no payable.",{"type":78,"attrs":776,"content":778},{"textAlign":26,"key":777},"p-46",[779,781,787],{"text":780,"type":84},"In the UK, HMRC made the cash basis the default for sole traders and partnerships from the 2024 to 2025 tax year. 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The next step after each payment is to apply it to the specific invoice in the supplier subledger. A part-payment posted “on account” without that link leaves you with an open invoice and an unallocated debit, and someone has to untangle them later.",{"type":146,"attrs":1000,"content":1001},{"level":148,"textAlign":26},[1002],{"text":1003,"type":84},"Returns, credit memos and debit memos",{"type":78,"attrs":1005,"content":1007},{"textAlign":26,"key":1006},"p-71",[1008],{"text":1009,"type":84},"A return or price reduction lowers what you owe, so accounts payable is debited. 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You can apply it against the open invoice or against your next payment to that supplier. Debit memo terminology varies. AccountingTools describes a debit memo as a seller’s document for an extra charge, while CFI describes a buyer sending a debit note along with returned goods. Whatever the document is called, the buyer’s books show a debit to accounts payable when the amount owed goes down.",{"type":146,"attrs":1091,"content":1092},{"level":148,"textAlign":26},[1093],{"text":1094,"type":84},"Early payment discounts and VAT on supplier bills",{"type":78,"attrs":1096,"content":1098},{"textAlign":26,"key":1097},"p-80",[1099],{"text":1100,"type":84},"Discounts and VAT change the amounts on each line of the entry. 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AccountingTools calls the net method the more theoretically correct of the two. It notes that the gross method is used far more often. On the IFRS side, IAS 2 deducts trade discounts and rebates from the cost of purchase. The IFRIC tentatively agreed in 2004 that settlement discounts should also reduce inventory cost.",{"type":146,"attrs":1255,"content":1256},{"level":1103,"textAlign":26},[1257],{"text":1258,"type":84},"Recording VAT on a UK supplier invoice",{"type":78,"attrs":1260,"content":1262},{"textAlign":26,"key":1261},"p-97",[1263,1265,1271,1273,1279],{"text":1264,"type":84},"VAT you can reclaim goes to an input VAT (VAT recoverable) account, kept separate from the cost. The UK standard rate is ",{"text":1266,"type":84,"marks":1267},"20%",[1268],{"type":139,"attrs":1269},{"href":1270,"uuid":26,"anchor":26,"target":142,"linktype":63},"https://www.gov.uk/vat-rates",{"text":1272,"type":84},". 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Recovering the GBP 30 depends on some conditions:",{"type":153,"content":1463},[1464,1484,1496,1508],{"type":156,"content":1465},[1466],{"type":78,"attrs":1467,"content":1469},{"textAlign":26,"key":1468},"p-119",[1470,1474,1476,1482],{"text":1471,"type":84,"marks":1472},"Evidence:",[1473],{"type":225},{"text":1475,"type":84}," HMRC treats a ",{"text":1477,"type":84,"marks":1478},"valid VAT invoice",[1479],{"type":139,"attrs":1480},{"href":1481,"uuid":26,"anchor":26,"target":142,"linktype":63},"https://www.spendesk.com/blog/vat-receipt/",{"text":1483,"type":84}," as the primary evidence for input tax. A simplified invoice is acceptable for supplies of GBP 250 or less including VAT.",{"type":156,"content":1485},[1486],{"type":78,"attrs":1487,"content":1489},{"textAlign":26,"key":1488},"p-120",[1490,1494],{"text":1491,"type":84,"marks":1492},"Timing:",[1493],{"type":225},{"text":1495,"type":84}," You normally claim in the return for the period in which you hold the invoice. Late claims are limited to 4 years from the due date of the return in which you first became entitled.",{"type":156,"content":1497},[1498],{"type":78,"attrs":1499,"content":1501},{"textAlign":26,"key":1500},"p-121",[1502,1506],{"text":1503,"type":84,"marks":1504},"Blocked VAT:",[1505],{"type":225},{"text":1507,"type":84}," VAT on entertaining anyone other than employees cannot be recovered, and most businesses that lease a car for business use cannot recover 50% of the VAT on the lease.",{"type":156,"content":1509},[1510],{"type":78,"attrs":1511,"content":1513},{"textAlign":26,"key":1512},"p-122",[1514,1518],{"text":1515,"type":84,"marks":1516},"Partial exemption:",[1517],{"type":225},{"text":1519,"type":84}," VAT on costs used for both taxable and exempt supplies is recoverable only to the extent the costs support taxable supplies.",{"type":78,"attrs":1521,"content":1523},{"textAlign":26,"key":1522},"p-123",[1524],{"text":1525,"type":84},"VAT you cannot recover becomes part of the cost, so you debit it to the expense or asset rather than to input VAT. HMRC guidance also allows you to record the total VAT first and adjust for the irrecoverable part once it has been calculated. Partial exemption and mixed-use calculations depend heavily on a business’s own facts, so take advice from your tax adviser on those.",{"type":146,"attrs":1527,"content":1528},{"level":148,"textAlign":26},[1529],{"text":1530,"type":84},"Where the entry fits in the accounts payable process",{"type":78,"attrs":1532,"content":1534},{"textAlign":26,"key":1533},"p-124",[1535,1537,1543],{"text":1536,"type":84},"The invoice entry comes near the end of the ",{"text":1538,"type":84,"marks":1539},"purchasing cycle",[1540],{"type":139,"attrs":1541},{"href":1542,"uuid":26,"anchor":26,"target":142,"linktype":63},"https://www.spendesk.com/blog/accounts-payable-process/",{"text":1544,"type":84},", after someone has confirmed that the bill matches what was ordered and received. A procure-to-pay journal entry is the set of postings that runs from order to payment, and many enterprise resource planning (ERP) systems, the software that runs a company’s accounting and purchasing, split the liability across two steps.",{"type":78,"attrs":1546,"content":1548},{"textAlign":26,"key":1547},"p-125",[1549],{"text":1550,"type":84},"A typical sequence:",{"type":1552,"attrs":1553,"content":1555},"ordered_list",{"order":280,"key":1554},"ol-0",[1556,1568,1580,1599,1611],{"type":156,"content":1557},[1558],{"type":78,"attrs":1559,"content":1561},{"textAlign":26,"key":1560},"p-126",[1562,1566],{"text":1563,"type":84,"marks":1564},"Purchase order:",[1565],{"type":225},{"text":1567,"type":84}," Records a commitment. NetSuite’s documentation states that a purchase order does not post to the general ledger.",{"type":156,"content":1569},[1570],{"type":78,"attrs":1571,"content":1573},{"textAlign":26,"key":1572},"p-127",[1574,1578],{"text":1575,"type":84,"marks":1576},"Goods receipt:",[1577],{"type":225},{"text":1579,"type":84}," In systems that accrue on receipt, you record the goods received note by debiting inventory and crediting a clearing account. SAP calls this account GR/IR, and NetSuite calls it Accrued Purchases.",{"type":156,"content":1581},[1582],{"type":78,"attrs":1583,"content":1585},{"textAlign":26,"key":1584},"p-128",[1586,1593,1597],{"text":1587,"type":84,"marks":1588},"Three-way match",[1589,1592],{"type":139,"attrs":1590},{"href":1591,"uuid":26,"anchor":26,"target":142,"linktype":63},"https://www.spendesk.com/blog/three-way-match-accounting/",{"type":225},{"text":1594,"type":84,"marks":1595},":",[1596],{"type":225},{"text":1598,"type":84}," The purchase order, goods received note and supplier invoice are compared for quantity and price, within any tolerances you have set.",{"type":156,"content":1600},[1601],{"type":78,"attrs":1602,"content":1604},{"textAlign":26,"key":1603},"p-129",[1605,1609],{"text":1606,"type":84,"marks":1607},"Invoice posting:",[1608],{"type":225},{"text":1610,"type":84}," The clearing account is debited and accounts payable is credited, which turns the receipt accrual into a supplier liability.",{"type":156,"content":1612},[1613],{"type":78,"attrs":1614,"content":1616},{"textAlign":26,"key":1615},"p-130",[1617,1621],{"text":1618,"type":84,"marks":1619},"Approval and payment:",[1620],{"type":225},{"text":1622,"type":84}," The approver releases the invoice through the approval workflow, then you record payment by debiting accounts payable and crediting bank.",{"type":78,"attrs":1624,"content":1626},{"textAlign":26,"key":1625},"p-131",[1627],{"text":1628,"type":84},"If the match fails, the invoice is held for payment rather than paid. SAP blocks invoices for payment when a variance exceeds its upper tolerance limit, and you must release them in a separate step. Oracle Fusion places holds that prevent payment until they are released. Systems without a receipt accrual post straight to the expense or inventory account at step 4.",{"type":78,"attrs":1630,"content":1632},{"textAlign":26,"key":1631},"p-132",[1633],{"text":1634,"type":84},"Spendesk supports this stage with three-way matching that links the purchase order, invoice, and delivery note, flagging discrepancies for review before payment.",{"type":78,"attrs":1636,"content":1638},{"textAlign":26,"key":1637},"p-133",[1639,1641,1647,1649,1655],{"text":1640,"type":84},"Bookkeeping rules and ",{"text":1642,"type":84,"marks":1643},"machine-learning suggestions",[1644],{"type":139,"attrs":1645},{"href":1646,"uuid":26,"anchor":26,"target":142,"linktype":63},"https://www.spendesk.com/blog/ai-in-accounts-payable/",{"text":1648,"type":84}," pre-fill fields such as ",{"text":1650,"type":84,"marks":1651},"GL codes",[1652],{"type":139,"attrs":1653},{"href":1654,"uuid":26,"anchor":26,"target":142,"linktype":63},"https://www.spendesk.com/blog/gl-code/",{"text":1656,"type":84},", the general ledger accounts each cost is posted to, and VAT, and your team reviews and confirms them before the journal entries are exported. Export behaviour varies by accounting connector.",{"type":78,"attrs":1658,"content":1660},{"textAlign":26,"key":1659},"p-134",[1661,1663,1669,1671,1677],{"text":1662,"type":84},"You can see the full flow on the ",{"text":1664,"type":84,"marks":1665},"accounts payable automation",[1666],{"type":139,"attrs":1667},{"href":1668,"uuid":26,"anchor":26,"target":142,"linktype":63},"https://www.spendesk.com/platform/invoice-management/",{"text":1670,"type":84}," page, or ",{"text":1672,"type":84,"marks":1673},"book a Spendesk demo",[1674],{"type":139,"attrs":1675},{"href":1676,"uuid":26,"anchor":26,"target":142,"linktype":63},"https://www.spendesk.com/schedule-a-demo/",{"text":1678,"type":84}," to see how it would work with your own approval workflow and accounting system.",{"type":146,"attrs":1680,"content":1681},{"level":148,"textAlign":26},[1682],{"text":1683,"type":84},"Period-end accruals and correcting accounts payable entries",{"type":78,"attrs":1685,"content":1687},{"textAlign":26,"key":1686},"p-135",[1688,1690,1696],{"text":1689,"type":84},"When goods or services arrive before the invoice, accrue the cost at month-end so it lands in the right period. Debit the expense or inventory and credit ",{"text":1691,"type":84,"marks":1692},"accrued liabilities",[1693],{"type":139,"attrs":1694},{"href":1695,"uuid":26,"anchor":26,"target":142,"linktype":63},"https://www.spendesk.com/blog/accrued-expenses/",{"text":1697,"type":84},", using the receiving log for quantities and the purchase order for prices. AccountingTools advises keeping accruals out of the accounts payable account, which is meant for invoiced trade payables.",{"type":78,"attrs":1699,"content":1701},{"textAlign":26,"key":1700},"p-136",[1702],{"text":1703,"type":84},"Here is the full cycle for GBP 10,000 of goods received on the last day of the month:",{"type":272,"content":1705},[1706,1732,1761,1788],{"type":275,"content":1707},[1708,1716,1724],{"type":278,"attrs":1709,"content":1710},{"colspan":280,"rowspan":280,"colwidth":26},[1711],{"type":78,"attrs":1712,"content":1714},{"textAlign":26,"key":1713},"p-137",[1715],{"text":818,"type":84},{"type":278,"attrs":1717,"content":1718},{"colspan":280,"rowspan":280,"colwidth":26},[1719],{"type":78,"attrs":1720,"content":1722},{"textAlign":26,"key":1721},"p-138",[1723],{"text":436,"type":84},{"type":278,"attrs":1725,"content":1726},{"colspan":280,"rowspan":280,"colwidth":26},[1727],{"type":78,"attrs":1728,"content":1730},{"textAlign":26,"key":1729},"p-139",[1731],{"text":444,"type":84},{"type":275,"content":1733},[1734,1743,1752],{"type":309,"attrs":1735,"content":1736},{"colspan":280,"rowspan":280,"colwidth":26,"backgroundColor":26},[1737],{"type":78,"attrs":1738,"content":1740},{"textAlign":26,"key":1739},"p-140",[1741],{"text":1742,"type":84},"Month-end accrual",{"type":309,"attrs":1744,"content":1745},{"colspan":280,"rowspan":280,"colwidth":26,"backgroundColor":26},[1746],{"type":78,"attrs":1747,"content":1749},{"textAlign":26,"key":1748},"p-141",[1750],{"text":1751,"type":84},"Inventory GBP 10,000",{"type":309,"attrs":1753,"content":1754},{"colspan":280,"rowspan":280,"colwidth":26,"backgroundColor":26},[1755],{"type":78,"attrs":1756,"content":1758},{"textAlign":26,"key":1757},"p-142",[1759],{"text":1760,"type":84},"Accrued liabilities GBP 10,000",{"type":275,"content":1762},[1763,1772,1780],{"type":309,"attrs":1764,"content":1765},{"colspan":280,"rowspan":280,"colwidth":26,"backgroundColor":26},[1766],{"type":78,"attrs":1767,"content":1769},{"textAlign":26,"key":1768},"p-143",[1770],{"text":1771,"type":84},"First day of next month, reversal",{"type":309,"attrs":1773,"content":1774},{"colspan":280,"rowspan":280,"colwidth":26,"backgroundColor":26},[1775],{"type":78,"attrs":1776,"content":1778},{"textAlign":26,"key":1777},"p-144",[1779],{"text":1760,"type":84},{"type":309,"attrs":1781,"content":1782},{"colspan":280,"rowspan":280,"colwidth":26,"backgroundColor":26},[1783],{"type":78,"attrs":1784,"content":1786},{"textAlign":26,"key":1785},"p-145",[1787],{"text":1751,"type":84},{"type":275,"content":1789},[1790,1799,1807],{"type":309,"attrs":1791,"content":1792},{"colspan":280,"rowspan":280,"colwidth":26,"backgroundColor":26},[1793],{"type":78,"attrs":1794,"content":1796},{"textAlign":26,"key":1795},"p-146",[1797],{"text":1798,"type":84},"Invoice arrives",{"type":309,"attrs":1800,"content":1801},{"colspan":280,"rowspan":280,"colwidth":26,"backgroundColor":26},[1802],{"type":78,"attrs":1803,"content":1805},{"textAlign":26,"key":1804},"p-147",[1806],{"text":1751,"type":84},{"type":309,"attrs":1808,"content":1809},{"colspan":280,"rowspan":280,"colwidth":26,"backgroundColor":26},[1810],{"type":78,"attrs":1811,"content":1813},{"textAlign":26,"key":1812},"p-148",[1814],{"text":1815,"type":84},"Accounts payable GBP 10,000",{"type":78,"attrs":1817},{"textAlign":26,"key":1818},"p-149",{"type":78,"attrs":1820,"content":1822},{"textAlign":26,"key":1821},"p-150",[1823],{"text":1824,"type":84},"The reversal stops the cost from being counted twice once the invoice is posted through AP. If the estimate was off, the difference appears as a small true-up in the following month. Most accounting software has a reversing flag that posts the reversal automatically. Oracle’s Create Uninvoiced Receipt Accruals process, for instance, generates reversing journals for the next period. Unreversed accruals can leave old balances on the balance sheet.",{"type":78,"attrs":1826,"content":1828},{"textAlign":26,"key":1827},"p-151",[1829],{"text":1830,"type":84},"To fix a wrong entry, post new entries rather than editing the original:",{"type":153,"content":1832},[1833,1841],{"type":156,"content":1834},[1835],{"type":78,"attrs":1836,"content":1838},{"textAlign":26,"key":1837},"p-152",[1839],{"text":1840,"type":84},"Reverse the incorrect entry in full and re-post it correctly, leaving the error, the correction and its date visible.",{"type":156,"content":1842},[1843],{"type":78,"attrs":1844,"content":1846},{"textAlign":26,"key":1845},"p-153",[1847],{"text":1848,"type":84},"Post a single adjusting journal between the accounts affected, the approach ACCA’s study material describes.",{"type":78,"attrs":1850,"content":1852},{"textAlign":26,"key":1851},"p-154",[1853],{"text":1854,"type":84},"Whichever you use, record why you made the correction. The Journal of Accountancy advises documenting the erroneous entry, the correction and an explanation of it.",{"type":78,"attrs":1856,"content":1858},{"textAlign":26,"key":1857},"p-155",[1859],{"text":1860,"type":84},"Auditors pay close attention to this area. Both the standards of the US Public Company Accounting Oversight Board (PCAOB), the audit regulator for US listed companies, and the International Standards on Auditing (ISA) require auditors to test journal entries for signs of management override, where managers bypass controls. The revised ISA requirement applies to periods beginning from the end of 2026.",{"type":78,"attrs":1862,"content":1864},{"textAlign":26,"key":1863},"p-156",[1865],{"text":1866,"type":84},"Restricting who can post to the general ledger, requiring dual authorisation (a second person approving) for manual entries, and reviewing journal entries periodically are examples of controls that PCAOB guidance lists. For UK companies, the Companies Act requires accounting records sufficient to show and explain the company’s transactions.",{"type":146,"attrs":1868,"content":1869},{"level":148,"textAlign":26},[1870],{"text":1871,"type":84},"Accounts payable vs accrued payables vs notes payable",{"type":78,"attrs":1873,"content":1875},{"textAlign":26,"key":1874},"p-157",[1876],{"text":1877,"type":84},"All three are liabilities, and they differ in the document behind them and in whether interest 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