liabilities are financial obligations of a company to third parties that are to be fulfilled by payment at a later date. They represent a central balance sheet item on the liabilities side.
Context and area of application:
In the accounting department of a medium-sized company - especially in the SAP Business One environment - payables are directly related to accounts payable. They arise, for example, from incoming invoices from suppliers and are documented via corresponding posting processes.
Relevance in SAP Business One:
Liabilities are closely linked to the functionality of the Reconciliation accounts which reflect the activities of the business partners (here: suppliers) in the balance sheet. These reconciliation accounts are typically managed under the balance sheet accounts in the system's chart of accounts („Other“ account type) and are used for the automated posting of purchasing documents.
Typical documents and processes:
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incoming invoices lead to the creation of liabilities.
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incoming credits offset existing liabilities.
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the Amount due for payment of a receipt indicates the amount still to be paid.
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Invoice-based bookings usually relate to a credit account such as bank, cash or creditor.
Analysis and management:
The management of liabilities includes, among other things
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Payment processing via defined payment methods (e.g. with the payment assistant).
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Vendor balance analyses for monitoring Open item.
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Maturity reports, which provide information on overdue payments per business partner.
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Transfers and provisions as part of the annual financial statements, e.g. for the allocation of liabilities according to residual terms.
Differentiation from related terms:
Liabilities stand in contrast to requirements, which represent a company's financial claims against customers. Both concepts use reconciliation accounts in SAP Business One, but have a mirror image structure (payables → suppliers, receivables → customers).
Example:
A medium-sized trading company receives an incoming invoice for €10,000, payable within 30 days. SAP Business One automatically creates a posting to the vendor account and recognises the liability in the balance sheet. Once the payment has been made, the liability is cleared.
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