Investigate and clear supplier debit balances in accounts payable
Find why vendor accounts show debit balances, decide how to clear each one, and draft the entries and supplier messages.
The prompt
Help me clear debit balances on our supplier (accounts payable) ledger.
Accounting system: [e.g. QuickBooks, Xero, NetSuite, SAP, Sage]
Debit balance list: [PASTE supplier, balance, age, last transaction, and any notes - mask bank details]
Our policies: [write-off thresholds, approval limits, refund vs. offset preference]
Period-end deadline: [DATE]
Work through it:
1. Common causes to check for each balance: duplicate or overpayment, payment posted before the invoice, credit note not applied, invoice posted to the wrong supplier, prepayment or deposit, returned goods, foreign currency differences, or a payment that bounced.
2. For each supplier on my list: the most likely cause given the data, what evidence to pull (statement, remittance, bank record, PO, credit note), and the recommended action - apply to an open invoice, request a refund, offset against future invoices, reclassify to prepayments or other receivables, or write off within policy.
3. Example journal entries for each type of fix, with accounts in general terms for me to map to my chart of accounts.
4. A short, polite email template asking a supplier for a statement, refund, or credit confirmation.
5. Controls to prevent repeats (duplicate-payment checks, three-way match, statement reconciliations).
6. A tracker table: supplier, balance, cause, action, owner, status, due date.
Do not assume causes that the data doesn't support - mark them [INVESTIGATE]. Note that material balances may need to be presented as receivables in the financial statements, and that write-offs and tax treatment should be confirmed with my accountant or auditor.
Highlighted [brackets] are blanks to replace with your own details.
Fill in the blanks and use this promptMore Finance & Accounting prompts
What to fill in
- e.g. QuickBooks, Xero, NetSuite, SAP, Sage
- DATE
- INVESTIGATE
How this prompt is built
This prompt follows the RTF structure (Role, Task, Format). RTF tells the model who to be, what to do and what shape the answer should take. It is the quickest structure that still gives noticeably better results than a bare request.
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