Invoice Detective
This should always be checked before entering an invoice to determine whether the invoice should be applied to an existing PO.
What is checking if a Purchase Order exists?
The preferred method for resolving most outstanding check issues.
Invoices over this amount generally require a PO.
What is $10,000?
Changing vendor banking information without approval is an example of this.
What is Accounts Payable fraud?
You receive an invoice under $10,000 but discover a PO already exists. What should you do?
What is apply the invoice to the PO?
A common data entry error that Viewpoint will not allow.
If a vendor has ignored three follow-up emails, you should do this next.
What is contact them directly by phone?
These are examples of rentals that are found on purchase orders.
What are equipment, machine, or tank rentals?
Submitting the same invoice more than once falls into this category.
What are duplicate or fraudulent invoices?
A reviewer queue item has not been updated in over two weeks. What policy has failed?
What is maintaining current status notes?
All invoice lines should be entered this way in unapproved invoices.
What is as separate lines with descriptions?
When receiving a credit memo without an invoice reference, this action is required.
What is researching which invoice the credit relates to?
This type of fee may be booked directly without requiring a change order.
What are environmental fees, TERP fees, or taxes?
The primary purpose of internal controls is to protect these.
What are company assets?
What is continue weekly follow-up and review?
Invoices with issues should still be entered into this system instead of left in folders.
What is Vista/AP Unapproved Invoice Entry/AP Admin Unapproved Queue?
This payment method was highlighted as part of vendor onboarding improvements.
What is ACH or B2B payments?
For trucking invoices without a PO, this additional review should be performed.
This occurs when an employee and vendor work together to commit fraud.
What is collusion?
A manager asks you to clear a rebill transaction. What documentation should accompany the clearing entry?
What are specific notes and supporting backup?
This accounting mistake can impact financial reporting and month-end close accuracy.
What is posting to the wrong month?
Responding to these is specifically called out as part of AP's broader responsibilities.
What are vendor payment questions?
An overbooked PO item generally requires a CO once it exceeds this amount above the original total.
What is $25,000?
No employee should have complete control over a transaction because of this control principle.
What is Segregation of Duties?
An invoice remains unresolved for weeks because nobody followed up. What AP process was neglected?
What is backlog management and ongoing follow-up?