By Mary S Schaeffer
One hundred and one most sensible Practices for bills Payable through Mary S. Schaeffer
*101 practices tested and explained
* top practices delineated for each
* nearly most sensible practices pointed out for these cases the place top practices can't be used
* dialogue of issues correct to the money owed payable functionality for every factor
* Worst practices highlighted
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Extra resources for Accounts payable best practices
Additionally, this address should match the Pay-To address in the master vendor ﬁle. Any variation from this should be investigated because it may be the ﬁrst sign that something is amiss. Under all but the most extenuating circumstances, checks should be mailed. When checks are mailed, care should be taken regarding when and how this is done. Checks should be sealed in envelopes and delivered either straight to the post ofﬁce or to the mailroom at the end of the day. If checks are delivered to the mailroom, they should not be left out in the open where anyone walking by can see them and easily ﬁlch one.
Rather than ﬁghting City Hall, AP can suggest that the level be gradually raised. As comfort is gained, the levels can be periodically raised. Another way to address the issue of having too many checks is to look for ways to eliminate checks, especially checks for low-dollar purchases. Use of p-cards, electronic payments through the ACH, and direct deposit for travel and entertainment (T&E) reimbursements will help address the issue. Reality Check for Accounts Payable Despite their best intentions, few authorized signers will actually go through the appropriate veriﬁcation process before signing a check.
Alter invoice number by adding the sufﬁx “TX”. GST paid separately. Alter invoice number by adding the sufﬁx “GST”. Credit on invoice. Alter invoice number by adding the sufﬁx “CR”. Freight paid separately. Alter invoice number by adding the sufﬁx “FRT”. Balance due. Alter invoice number by adding the sufﬁx “BD”. Split invoice for payment. Alter invoice number by adding the sufﬁx “A”, “B”, and so on. Prepayment. Alter invoice number by adding the sufﬁx “PP”. ⅷ ⅷ ⅷ ⅷ ⅷ ⅷ ⅷ ⅷ Establish a standard procedure that outlines the alternative information to be used as invoice numbers when a true invoice number does not exist.