Vouchers, Payables & Expenses

Spend control from evidence and coding through approval and payment: bills, purchase vouchers, JV/payment/contra/petty-cash, debit/credit notes and expense claims — with duplicate checks and maker-checker approval before any payment.

FIN-02

Open payables

AED 1.49M

62 open documents · 14 vendors

Due in 7 days

AED 45,565

5 items in run PR-2026-031

Awaiting approval

Oldest 3 days · SLA 2 days breach

Blocked / duplicates

ERR-FIN-DUP-002 — needs review

Petty cash — Dubai HQ

AED 1,340

Float AED 3,000 · replenishment drafted

Duplicate supplier invoice blocked before posting (ERR-FIN-DUP-002) A second payable quoting supplier invoice GT-INV-2094 from GulfTech Facilities LLC (AED 42,000.00) was submitted on 17 Jul 2026 09:14 by Daniel Chen. Duplicate check on supplier + invoice number + amount matched voucher PVB-2026-0512. The document is held in Blocked — duplicate and cannot post or pay until Fatima Rashid resolves it as duplicate-cancel or approved exception with reason (FIN-02 acceptance criterion).

AP document queue Company: Al Manara Properties LLC · Currency: AED · 17 Jul 2026 14:10

Voucher	Type	Vendor / claimant	Supplier doc	Cost center	Amount (AED)	Due	Status	Next approver
PVB-2026-0512 VAT 5% input · budget CC ok	Bill	GulfTech Facilities LLC	`GT-INV-2094`	CC-FM-OPS	42,000.00	28 Jul 2026	Awaiting approval	FR Fatima Rashid
PVB-2026-0519 Held: duplicate of PVB-2026-0512	Bill	GulfTech Facilities LLC	`GT-INV-2094`	CC-FM-OPS	42,000.00	—	Blocked — duplicate	FR Fatima Rashid
PVB-2026-0508 In payment run PR-2026-031	Bill	GulfTech Facilities LLC	`GT-INV-2088`	CC-FM-OPS	3,150.00	20 Jul 2026	Scheduled	—
PVB-2026-0503 Utility — Prototype Residences A	Bill	DEWA	`DW-2026-771402`	CC-FM-OPS	18,240.00	21 Jul 2026	Scheduled	—
PVB-2026-0498 Chilled water — Building B	Bill	Emirates District Cooling	`EDC-88112`	CC-FM-OPS	12,600.00	19 Jul 2026	Scheduled	—
PVB-2026-0495 External broker share — awaiting commission approval (CAL-2026-0398)	Purchase voucher	Prime Link Realty	`PLR-0246`	CC-SALES-DXB	26,250.00	31 Jul 2026	On hold — dependency	RF Rashid Al Farsi
EXP-2026-0331 Mileage + parking, client viewings 12–15 Jul · 2 receipts attached	Expense claim	OH Omar Haddad	—	CC-SALES-DXB	465.00	—	Awaiting approval	RF Rashid Al Farsi
PC-2026-014 Petty cash replenishment — Dubai HQ float	Petty cash	Petty cash custodian — Dubai HQ	—	CC-ADMIN	2,000.00	—	Draft	—
DN-2026-006 SLA credit agreed for missed AMC visit (contract GT-AMC-2026)	Debit note	GulfTech Facilities LLC	`GT-CR-118`	CC-FM-OPS	(1,200.00)	—	Approved	—
PVB-2026-0489 Paid 10 Jul · JE-2026-04437 · ref TT-99213	Bill	Etisalat	`ET-2026-3341`	CC-ADMIN	4,725.00	10 Jul 2026	Paid	—
Open total (10 shown of 62)					150,430.00

Approval matrix — payable vouchers (by threshold)Authority matrix v12

Band (AED)	Required approval	SoD rule
0.01 – 5,000.00	Line manager	Maker ≠ approver
5,000.01 – 50,000.00	Finance Manager (Fatima Rashid)	Maker ≠ approver; vendor-master editor excluded
50,000.01 – 250,000.00	Finance Manager + CFO (dual)	Two distinct approvers required
> 250,000.00	CFO + Managing Director (dual)	Board-noted; no delegation below CFO

Voucher intake checks (run before approval)

Capture

Evidence & coding required

Supplier, supplier document no., tax code (5% / zero / exempt), currency, cost center, budget line and attachment — all mandatory before submit.
Check 1

Duplicate detection

Supplier + invoice no. + amount (fuzzy on OCR-extracted numbers via Document Intelligence). Hit ⇒ Blocked — duplicate or escalation, never silent posting.
Check 2

Budget & commitment

Warns at 80% of the approved cost-center budget (Budgets & Variance); over-threshold spend raises an exception to the budget owner.
Check 3

Three-way match (where PO exists)

Ordered vs received vs invoiced within tolerance — see Procurement & Three-way Match.
Gate

Maker-checker approval, then payment

Approved vouchers post via journal and become payable; payment only through an approved run.

Payment run preview — PR-2026-031 Pending checker approval

#	Vendor	Voucher	Supplier doc	Method	Amount (AED)	Beneficiary account
1	GulfTech Facilities LLC	PVB-2026-0508	`GT-INV-2088`	Transfer	3,150.00	AE43 0260 •••• •••• 4471 902
2	DEWA	PVB-2026-0503	`DW-2026-771402`	Transfer	18,240.00	AE12 0330 •••• •••• 8802 115
3	Emirates District Cooling	PVB-2026-0498	`EDC-88112`	Transfer	12,600.00	AE88 0240 •••• •••• 1160 337
4	Al Waha Office Supplies	PVB-2026-0501	`AW-5521`	Transfer	8,925.00	AE55 0410 •••• •••• 3391 208
5	Gulf Print House	PVB-2026-0499	`GP-1174`	Transfer	2,650.00	AE21 0350 •••• •••• 6640 771
Run total — 5 payments, 5 vendors					45,565.00

Net of approved debit note DN-2026-006 (AED −1,200.00) applied against GulfTech balance in the next run. Duplicate-blocked PVB-2026-0519 is excluded automatically and cannot be added while blocked.

Static render mockup — no live data. Source: ERP Modern Development Specification v2.0 · Covers: FIN-02 (vouchers, payables and expenses; evidence and coding capture; duplicate checks; maker-checker approval before payment).