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The Accounting Module - Payments

This article will summarise the information and applications of the Accounting module of Kitchen CUT.

The Accounting module is available for clients on the Essentials, Essentials+ and Ultimate Kitchen CUT plans.

It includes up to two tabs:

  • Payments (included by default)

  • Cash (optional add-on — for more information, contact your Account Manager or email support@kitchencut.com)

This article focuses on the Payments tab, which allows you to track and manage invoices and credit records in line with supplier purchases.

How to Access

Navigate to:

Accounting > Payments

📋 Overview of the Payments Section

When you access the Payments tab, you’ll see four key sub-sections:

📊 Purchase Summary

This is a reporting tool that allows you to filter and summarise approved purchases by:

  • Outlet

  • Class (e.g. Food, Beverage, Consumables)

  • Supplier

  • Date Range

Use this to analyse purchasing trends or extract data for reconciliation purposes.

🧾 New Purchases

This section captures invoice and credit records that originate from the Ordering module.

  • When a Delivery is confirmed, an Invoice record is automatically created here.

  • When a Return is processed (depending on the reason configured), a Credit record may also appear.

🗂 These records are separated from the Ordering module, allowing you to manage and approve invoices independently — useful for finance teams or approvers.

✅ Approved

Once invoices or credits have been reviewed and verified, they can be marked as Approved.

  • Compare Kitchen CUT data against the supplier’s actual invoice.

  • Investigate any discrepancies (e.g. quantity mismatches, pricing errors).

  • Make amendments where needed before approving.

✔️ Approval confirms that the record is accurate and ready for payment.

💸 Paid

Use this tab to log paid invoices and settled credit notes.

  • This section is optional — it’s not linked to your banking, but serves as a tracking tool.

  • Move approved invoices to Paid to reflect settlement and maintain accurate payment records.

Exporting Purchase Records

At any stage — whether in New Purchases, Approved, or Paid — you can export records using the Do with Selecteddropdown in the bottom-right of the page.

  • Multi-select invoices

  • Choose from various export formats (CSV, XLSX, PDF)

This is useful for reconciling externally or sharing with accounting teams.

💡 Best Practices

  • 🧮 Regularly review and approve invoices to maintain accurate payment tracking

  • 📤 Export records at month-end for internal reporting or external finance teams

  • ❗ Always investigate discrepancies before approving invoices

  • 📁 Use the Paid tab as a ledger reference to understand what’s been settled

❓FAQs

Do I need to approve invoices before moving them to Paid?
Yes. Only invoices that have been verified should be marked as Paid.

Can I delete invoice records from the Payments tab?

No — but you can archive or amend them depending on your user permissions. Contact support for guidance if unsure.

What if I don’t use the Paid tab?
That’s fine — using the Paid tab is optional. Many clients use the Approved tab alone to reconcile with external accounting software.

🆘 Need Help?

📧 Email Support: support@kitchencut.com
📝 Submit a Ticket: Submit a ticket