By Mary S Schaeffer
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Extra info for Accounts payable : a guide to running an efficient department
When vendors call looking for such payment, they are simply told to contact the party who ordered the goods. This solution may not be acceptable in all organizations, but it makes life a little easier in those accounts payable departments where it is used. It should be noted, however, that the lack of the desired information on the invoice may not be the fault of the company employee. It may simply be due to carelessness on the part of vendors that often are not fastidious in preparing invoices.
16 INVOICE AMNESTY DAY One of the dirty little secrets in most accounts payable departments is that invoices with problems tend to disappear. 17 Keeping Difficult Invoices from Disappearing 15 doesn’t happen, successful department heads are introducing an “invoice amnesty day,” free of finger-pointing and recriminations. Once a year, on invoice amnesty day, each staffer is asked to clean out his or her desk and submit invoices that have been sidelined for whatever reasonno questions asked. By instituting an invoice amnesty day, you will be surprised at the number of invoices that crawl out from under rocks.
22 Handling Bills with Remittance Advices 21 original paper document is never touched by human hands again. The imaging system indexes the information, allowing for easy document retrieval at a later date. The necessary information is taken from the invoice electronically. This drastically reduces rekeying errors. The document can then be passed around the organization as needed, and can be accessed by different individuals and departments. Copying costs are eliminated and storage costs greatly reduced.