Description
Book SynopsisThis handy resource provides documented strategies and tactics for accounts payable employed by highly admired companies. Because firms aren't always in a position to employ best practices, this practical book presents A"Almost Best Practices,A" as well as A"Worst Practices,A" which often leave a firm open to criticism and loss.
Table of ContentsIntroduction xi
Chapter 1 Invoices 1
Invoice Handling: Approvals 1
Forwarding Invoices 6
Verifying Invoice Data 8
Invoice-Coding Standards 11
Short-Paying Invoices 16
Paying Small-Dollar Invoices 19
Handling Unidentified Invoices 21
Handling Invoices without Invoice Numbers 23
Case Study: How One Pro Took Accounts Payable Out of the Picture when Resolving Customer Discrepancies 25
Chapter 2 Checks 29
Check Printing 29
Check Signing 35
Check Stock Storage 40
Distribution of Checks 42
Check Fraud 45
Rush or Emergency Checks 50
Case Study: Information Sheet: Segregation of Duties 54
Chapter 3 Operational 57
Duplicate Payment Avoidance 57
Paying When the Original Invoice Is Missing 61
Limiting Calls to Accounts Payable 63
Petty Cash 65
Supplier Statements 69
Case Study: Expert Demonstrates How to Put the Web to Work for Accounts Payable 71
Chapter 4 Master Vendor File 77
Master Vendor File Setup 77
Using Naming Conventions 81
Making Changes to the Master Vendor File 85
Master Vendor File Cleanup 87
Case Study: Experienced Accounts Payable Pro Shares Master Vendor File Control Secrets 90
Chapter 5 P-Cards 97
Design of the P-Card Program 97
Establishing Procedures 99
Setting Controls 101
Increasing Usage 105
1099s and P-Cards 106
Terms 108
Rebates 110
Case Study: P-Cards Improve Accounts Payable Process at PETsMART, Rock-Tenn, and Rouse 111
Chapter 6 Travel and Entertainment 119
Formal Policy 119
Cash Advances 123
T&E Report Form 125
Verifying Data 127
Handling Receipts 129
Reservations 130
Reimbursing Employees 132
Unused Tickets 133
Case Study: Making the Most of Direct Deposit 134
Case Study: TransUnion’s Successful Low-Tech, Low-Budget T&E Solution 136
Case Study: Follow IBM’s Lead: 21 Steps to an Award-Winning T&E Process 139
Case Study: How Zurich America Developed Its Own Electronic T&E Report 145
Chapter 7 Regulatory Issues 151
1099s 151
Sales and Use Tax 154
Unclaimed Property 156
Case Study: How to Avoid Sales and Use Tax Audit Disasters 159
Case Study: A Typical Company’s Unclaimed Property Experience 162
Chapter 8 Cash Management 167
Taking Early Payment Discounts 167
Payment Status Information for Vendors 170
Bank Accounts and Fraud 172
Other Cash Management–Related Initiatives 174
Case Study: General Electric’s Approach to Electronic Invoicing and Payment Processing 176
Chapter 9 Technology 181
Imaging and Workflow 181
The Internet 185
E-Invoicing 187
Case Study: PPL Electric Offers Lessons on Setting Up an Accounts Payable Imaging Solution 189
Case Study: An Accounts Payable Web Site 194
Case Study: How the Accounts Payable Manager at Merck Overhauled Department Procedures and Technology 199
Chapter 10 Communications/Customer Relations 209
Payment Status Information for Vendors 209
Communicating Relevant Information to Vendors 211
Communicating with Internal Customers 214
Improving the Procure-to-Pay Cycle 217
Case Study: Interactive Voice Response Frees Accounts Payable from Annoying “Where’s My Money” Calls 219
Case Study: How Automated Accounts Payable and Purchasing Systems Mesh at BNSF 222
Index 229
