By Mary S. Schaeffer, Institute of Management and Administration (IOMA)
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Additional info for Accounts Payable: A Guide to Running an Efficient Department
It helps improve training and backup, prevent fraud, and brings a lot of potential problems to the light of day. • Have an invoice amnesty day! With no questions asked, allow staffers to return all problem invoices to the manager. If there are no repercussions, staffers will feel free to return work they do not know how to handle. • Maintain a database of discrepant invoices. When it becomes apparent that the invoice is discrepant, the processor can create an e-mail to send to the buyer. This serves two purposes: (1) You know what kind of hidden liability you have out there; and (2) it requires purchasing to take ownership of the problem.
This is another reason it is so important to have someone familiar with the intimate details of accounts payable involved with ERS implementation. Accounts payable managers who want other modifications made might take this opportunity to try to add them to the list. This, of course, will work only if the additions are minor. (h) INFORMATION SYSTEMS. 30 Ch. 2 Alternatives to the Three-Way Match As noted earlier, the decision to go with ERS is rarely made in the accounts payable department, but virtually every step of the implementation process affects it.
First, much time is wasted looking for the missing invoice. When it cannot be found and a second is sent, the possibility of a duplicate payment has just been exponentially increased. For those who think a mountain is being made out of a molehill, reserve judgment until Chapter 7, “Errors and Duplicate Payments,” is read. Delays of this sort also mean that any discount that might have been available is lost. But perhaps the biggest problem occurs when the missing invoice suddenly appears. In many cases, both the original and the copy end up in accounts payable approved for payment.
Accounts Payable: A Guide to Running an Efficient Department by Mary S. Schaeffer, Institute of Management and Administration (IOMA)