Restaurant Supplier Payables & Credit Terms Tracker: Accounts Payable Spreadsheet for Restaurants

Full description

For restaurant and café owners, managers and bookkeepers who pay food, drink and service suppliers on credit and need to stay inside each supplier's terms without running the bank account dry. You set up each supplier once with its credit days, terms basis, any early-payment discount and its credit limit, then log every invoice. The workbook calculates the due date from the terms, ages every unpaid invoice, plans the next eight weeks of supplier payments against expected takings and other payments, tells you when an early-payment discount beats your cost of money, and keeps a log of disputed invoices so none are paid by mistake.

Save with a bundle: this template is also in the Restaurant & Café Operations Bundle, 17 templates for $39 instead of $116. All 141 templates are in the All-Access Hospitality Template Library for $79.

What is inside

• Restaurant_Supplier_Payables_Tracker.xlsx: 8 tabs, 5,135 formulas, 2 native charts, 14 drop-down or number rules.
• Settings: 9 general inputs (report date, bank balance, cash buffer, cost of money, dispute chase days, credit limit warning) and 7 drop-down lists, including 15 supplier categories.
• Suppliers: room for 30 suppliers (18 sample rows) with credit days, terms basis, discount, credit limit, payment method and priority. Open balance, undisputed overdue amount, limit used and a flag calculate.
• Invoices: room for 600 invoices (107 sample rows). Balance, due date, days overdue, ageing bucket, discount deadline, discount value and payment week calculate.
• Payment_Run: 8 weeks by 11 lines (opening cash, takings, other payments, supplier invoices due, critical suppliers, estimates, closing cash, buffer, headroom, check, discounts expiring), plus payments by supplier and week for 30 suppliers.
• Discount_Check: 12 supplier rows (5 sample) with the yearly rate of each discount against your cost of money, a cash check and a single-invoice calculator.
• Disputes: room for 60 disputes (7 sample rows) with reason, amount, credit note status, days open and a chase flag.
• Dashboard: 8 KPI tiles, ageing in 5 buckets, unpaid balance by 15 categories, an 8-week payment run table and 2 charts.
• README.txt and LICENSE-and-Terms.txt.

How it works

1. Enter the report date, bank balance, cash buffer and cost of money on Settings.
2. Set up each supplier with its credit terms, discount and credit limit.
3. Log each invoice and record payments and credit notes in Paid to date.
4. Enter expected takings and other payments in Payment_Run and check the weeks marked Short.
5. Each week, move the report date forward and read the Dashboard before the payment run.

Details

• Format: Excel workbook (.xlsx). No macros.
• Language: English. Currency is a label you choose.
• Software: Excel 2016 or later, or a spreadsheet program that opens .xlsx files.
• Delivery: instant digital download. Nothing is shipped.

Good to know

• All sample suppliers, invoices and amounts are illustrative. Replace them with your own data.
• Credit terms, late fees and payment rules depend on each supplier agreement and local law. Verify local requirements.
• The tracker supports your bookkeeping. It is not accounting, tax or legal advice.
• Single-user license. Do not share or resell the files.

FAQ

How is the due date worked out?

Invoice date plus the supplier's credit days, or the end of the invoice month plus credit days when the terms basis is End of month.

What happens to disputed invoices?

Invoices marked Disputed or On hold stay in the total owed but drop out of the payment run until you change their status.

How does the discount check decide?

It converts the discount into a yearly rate for the days you pay early. If that rate is above your cost of money, it says Take discount.

Does it work in Google Sheets?

It opens in Google Sheets and the formulas calculate. Check the drop-downs and charts after import.

Is this a physical product?

No. It is a digital download. Refund terms follow the store policy at the time of purchase.