By Mary S. Schaeffer, Institute of Management and Administration (IOMA)
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Extra info for Accounts Payable: A Guide to Running an Efficient Department
Enter invoices one at a time. Batch entry can cause problems. Entering invoices grouped by vendor as one invoice can cause problems. When there is a question about an individual invoice, it will be difficult to answer under such circumstances. It will also be difficult for the vendor to determine which invoices have been paid and which ones have had deductions taken. • Assign complete responsibility for accounts alphabetically. This approach clearly delineates who is responsible for what and makes it easy to forward vendor inquiry calls, as well as invoices for payment.
Review statements. Doing so helps maintain a quality relationship and resolving issues. 18 Ch. 1 Invoice Handling As can be seen, reviewing statements is a worthwhile task and can pay big dividends when previously unknown credits surface. Identifying these items is one way that accounts payable can make a positive impact on the bottom line. 20 FILING: BATCH VERSUS ALPHA FILING The need to quickly and easily research invoices, as well as route, pull vouchers with special attachments, and handle remittance stubs, all build off a process that can make or break your department.
3 Evaluated Receipt Settlement 25 relatively new process, few in management will know what this entails. Thus, your first task will be to educate those who will ultimately make the decision to go forward. A clear and comprehensive communication process across the company is key to a successful implementation. Developing a system-generated notice is also a critical step in the project implementation process. Management is not the only group that will need to be educated. Once you’ve gotten the green light to implement the program, you will have to make sure that all the participants understand the program and know exactly what they are supposed to do.
Accounts Payable: A Guide to Running an Efficient Department by Mary S. Schaeffer, Institute of Management and Administration (IOMA)