Separate receipt, approval and payment
A received invoice is not automatically an approved payment. Match the bill to the purchase or service record, confirm the amount and identify who approves it. Keep delivery disagreements and missing documents on an exceptions list.
A supplier statement is a reconciliation aid, not a replacement for checking the underlying invoices. Compare it with recorded bills, receipts and credit notes before accepting the closing balance.
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Build a payment plan that cash can support
Order valid bills by due date, contractual priority and operational consequence. Then compare the planned batch with available cash and expected collections. A payment schedule should identify a shortfall before the bank file is released.
Record partial payments against the correct invoice. Otherwise a paid amount may be chased again or an old bill may appear fully unpaid. Mark any supplier bank-detail change for independent confirmation through a known contact.
What to include in your enquiry
Describe supplier count, monthly invoice volume, payment channels and whether statements have been reconciled. Confirm if you need bill recording, open-balance schedules, reconciliation or payment-file preparation.
Fees and timing are scoped in writing. We do not assume authority to execute bank transfers, negotiate legal disputes or approve unsupported adjustments.
Worked example
Checking a supplier balance
Fictional supplier bills total LKR 125,000. Your records include LKR 50,000 paid and a LKR 5,000 supplier credit note.
- Recorded amount still payableRemove the payment and credit from the billed amount.
- LKR 70,000.00
- Unexplained statement differenceCompare a supplier statement showing LKR 75,000.
- LKR 5,000.00
The LKR 5,000 difference could be the unprocessed credit note. Check the supplier's records before changing your ledger or paying the difference.
Frequently asked questions
Can you approve bills on our behalf?
Approval responsibility must be assigned in the engagement. Maintaining the schedule does not transfer payment authority to Finance Desk LK.
What if a supplier statement differs from our ledger?
Compare invoice-by-invoice with payments and credit notes. Keep the unexplained difference visible until supporting evidence resolves it.
Sources and limits
Payment schedules support decisions; they are not banking instructions or legal opinions on disputed supplier claims.
- Finance Desk LK — current service scope
Current service boundaries. Confirm the work, exclusions and quotation in writing before an engagement begins.
Accessed: 2026-10-08