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April 23, 2016

4/23/2016 09:03:00 PM
1.1


1.1.1
Describe at high-level your Accounts Payable processes



1.2


1.2.1
Do you have single or multiple bill-to locations?


1.2.2
What is the basis for your vendor category breakdown?


1.2.3
Do you have a single consolidated vendor list?


1.2.4
Do you have vendors listed in your files multiple times?


1.2.5
How do you handle vendors with multiple addresses?


1.2.6
Do you have preferred vendors?  How do you identify them?


1.2.7
How do you handle vendor numbering?


1.2.8
Do you put employees as vendors?  If not, how do you pay employee expenses?


1.2.9
Do you have a standard naming convention for vendors when the name is like "John Smith"?  Is it "Smith John" or "John Smith"?


1.2.10
Do you have shared vendors between companies?  How many?


1.2.11
What type of vendor analysis do you perform?


1.2.12
Are vendors categorized for reporting purposes?


1.2.13
Are vendors categorized for financial tracking purposes?


1.2.14
Is there a requirement to define vendor sites which can receive payments and sites which cannot receive payments?


1.2.15
Who adds and maintains vendor in the system?


1.2.16
How many “active” vendors are there? (Let’s assume “active” is any vendor with at least one invoice in last 12 months.





1.3


1.3.1
Is there a requirement to process employee expense reports?


1.3.2
Is there a standard employee expense claim form?


1.3.3
What is the current process to generate expense payments to employees?


1.3.4
How frequently are employee expense claims processed?


1.3.5
How many employee expense claims are processed?


1.3.6
Are these expense claims assigned a special pay priority - high or low? (Before/after other vendor payments for example.)


1.3.7
What is the current procedure for employee advances? 


1.3.8
How are these reconciled when the expense claim is submitted?


1.3.9
Do your employees have company credit cards? 


1.3.10
How are company credit cards handled?





2
Invoice Processing

2.1


2.1.1
Do you wish to prevent purchase orders being sent to Vendors that are on hold in Accounts Payable? 


2.1.2
Are there non-payment vendor sites, not defined in Accounts Payable, that need to be defined for Purchasing to order goods/services?


2.1.3
Are the non-payment vendor sites, not defined in Accounts Payable, that need to be defined for Purchasing, "RFQ Only" sites?


2.1.4
Are there payment terms, not defined in Accounts Payable, that need to be defined for Purchasing to order goods/services?


2.1.5
Will tax names and rates, defined in Accounts Payable have to be revised in any way?





2.2


2.2.1
Do you require batch control to manage invoice entry?


2.2.2
Who enters invoices and how often?


2.2.3
Do you receive invoices at a central location?


2.2.4
How do you physically store invoices once entered into the computer?


2.2.5
Are invoices billed to distinct companies, cost centers or other?


2.2.6
How many invoices per period do you enter?


2.2.7
Do you have security requirements on who can enter data (invoice processing, payment processing, and check processing)?


2.2.8
How are invoices identified (numbered)?


2.2.9
How many liability accounts do you use?


2.2.10
Can you identify any frequently used expense distributions within your current system (for example, rent or telephone payments)?


2.2.11
Do you have any recurring invoices?





2.3


2.3.1
Do you match your AP invoice with the PO's?


2.3.2
How do you match purchase order information to AP invoice information?


2.3.3
How do you match vendor information to your fixed assets system when purchasing assets?


2.3.4
Is there a requirement to match invoices to related purchase orders?


2.3.5
Will some invoices never have purchase orders?


2.3.6
Should invoices be matched completely, partially or both?


2.3.7
Do you perform 2-, 3-, or 4-way matching of invoices?


2.3.8
Do you currently have any tolerance levels for matching? (Price Tolerance, Quantity Ordered Tolerance, Quantity Received Tolerance, or Tax Tolerance?)


2.3.9
Would you like to approve your invoices on-line, by batch or have both options?


2.3.10
What is the internal approval process for an invoice in your organization at present?


2.3.11
Are there situations where an invoice needs to be placed on hold and then manually released? 


2.3.12
Describe the approval process when invoices need to be placed on hold and manually released?


2.3.13
Where an invoice needs to be placed on hold and then manually released, can these invoices be "posted" to the General Ledger?


2.3.14
Do you accrue your receipts to the General Ledger?





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