The UNFI Insights Open Payables dashboard allows you to understand your current open payables balance with UNFI, so you can make sure it matches your organization's expectations and investigate any negative balances. Open payables consist of all items posted to your account, but not yet paid. If your balance is positive, you can expect a payment to be issued based on discount and due dates. If your balance is negative, the deductions amount exceeds the amount for invoices UNFI has posted. You can contact your Supplier Relationship Manager (SRM) to initiate a reconciliation to resolve the negative balance. UNFI can help answer questions, provide support, and arrange payment to UNFI to resolve the matter.
This dashboard updates daily and is available to natural and conventional suppliers. You can see the current total payable amount, as well as dig into open payables by DC and invoice number to help you take a deeper look at unexpected amounts or deductions. For detailed descriptions of columns and filters on these dashboards, see UNFI Insights glossary.
To review your open payables:
- From the side menu, select Analytics > Open Payables.
- You can review the following Overview tiles and compare the amounts to your internal accounts payable records to make sure they align with what your organization is expecting. These tiles update based on any filters you have selected.
Note: The UNFI Naturals version of this dashboard has these metrics broken out by distribution center region (east and west) because balances and payments for each region are managed separately. If both are in the green, you will get two separate checks. If one region is positive and one is negative, you can reach out to your SRM to inquire about a balance transfer between the two regions, but it won't happen automatically.
- Total Invoice Amount: The total dollar value of the invoices and deductions currently posted on the account that are unpaid.
- Total Term Discount Amount: The total terms discount dollars that will be subtracted if paid within the agreed upon terms. For specific cash terms details, please review your Supplier Agreement.
- Total Net Payables: The total invoice amount minus the total terms discount. If this amount is positive, you can expect a payment to be issued based on discount and due dates. If negative, you can contact your Supplier Relationship Manager (SRM) to initiate a reconciliation to resolve the negative balance.
- If the net payables amount doesn't match your records or you just want to review open payables at a more granular level, you can use the filters at the top of screen to narrow down the information on the dashboard by invoice date, due date, DC, and more.
Note: These filters vary depending on whether you are viewing the Natural or Conventional dashboard. - You can also check the Open Payables by DC table to see if any particular distribution centers are driving unexpected amounts. This table updates based on the filters you have selected.
- If you want to see the specific invoices associated with the open payables amounts, you can review them in the Open Payables Details table. This table updates based on the filters you have selected.
Hint: If you want to dig into what caused a deduction, the Invoice Number column in this table provides the keys UNFI uses to identify the deduction. To download a list with descriptions of the deduction keys, see UNFI supplier support site > Supplier Deduction Key. - If you want to export a list of invoices to focus on them for further investigation or share with others, select the three dots button at the top-right of the table, then select Download data.
Open payables FAQs
What if I don’t see an invoice on this list and it hasn’t been paid either?
It’s possible UNFI does not have a copy of the invoice. To check:
- For Conventional suppliers: You can access ePASS via SVHarbor to research invoice status. If you are still unable to locate the invoice, you can submit a pass to inquire for more details.
- For Natural suppliers: Please contact your direct AP rep to inquire into invoice status.
Can I export the Open Payables Details section?
Yes, you can download this table in various files formats, including PDF and Excel. Just select the three dots button at the top-right of the table, then select Download data.
How often will the dashboard be updated?
Daily.
Is deduction backup available online?
For Conventional suppliers, you can access ePASS allows and self-service backup requests, so you can review the specifics of each charge.
Can I use the funds from a positive region to cover the negative balance in the other
region?
Yes, for Natural suppliers, a balance transfer can be performed between East and West regions as long as the account is positive overall. Please contact your Supplier Relationship Manager for more details on this option.