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What is the Accounts Payable Process? The Accounts Payable Workflow Best Practices you need to know

What is Accounts Payable Process?

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The Accounts Payable Process requires efficient record keeping and attention to detail, but what exactly? This article will answer all your questions about managing an influential Accounts Payable Process by exploring the best practices for long-term success.

What is the Accounts Payable Process?

A company’s Accounts Payable Process is essential to managing short-term payment obligations and maintaining its relationship with vendors/suppliers. Effective management of this cycle optimizes communication, accuracy, and efficiency.

Accounts Payable is critical for businesses to manage their debts properly. Accounts Payable Process upholds reliability and precision in payments made to vendors, guaranteeing prompt payment on invoices due. The process ultimately seeks to ensure that all money owed by a company leaves the accounts seamlessly and securely – protecting both parties involved with any transaction.

Many companies have a dedicated Accounts Payable team to ensure timely payments to vendors. Companies often outsource their Accounts Payable functions for higher cost and operational efficiencies.

Automation tools can optimize Accounts Payable workflows and free staff time to focus on more strategic tasks. Leveraging modern technology is an efficient way to streamline the Accounts Payable Process, allowing businesses to unlock the maximum potential of their team.

Why AP Management is important?

Accounts Payable Management is essential to a successful business, making it imperative for all companies to stay on top of their Accounts Payable activities.

  • Accounts Payable describes the process of tracking and paying vendors and suppliers and expenses and invoices.
  • By having Accounts Payable management in place, companies can ensure that all payments are made accurately and promptly.
  • Accounts Payable processes can also help businesses save money by taking advantage of discounts associated with bulk or early purchases or reduce errors by vetting vendors more carefully.
  • Accounts Payable helps businesses remain competitive while protecting cash flow, minimizing inventory costs, ensuring accurate financial records, and avoiding costly penalties due to late payments.

Challenges faced by the Accounts Payable Department?

Time delays

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Accurate manual Accounts Payable Process can create a snowball effect, leading to late receipts of ordered items and potential penalties or credit rating damage. To avoid this chain reaction, invoices must be quickly processed to maintain quality relationships with vendors and preserve financial health.

Matching errors

To ensure the accuracy of vendor payments, a three-way match is essential. Any imperfections in data entry or billing details can lead to discrepancies that must be identified and rectified for successful payment processing.

See more» 3-way matching in Accounts Payable: Why it is so important to implement?

Exception management

Account Payable departments must navigate the often-difficult exception management process, which can involve anything from incomplete and non-matching invoice information to costly delays. With precise attention required for optimal results, department personnel must be prepared with a streamlined workflow that efficiently handles exceptions without compromising accuracy.

Unnecessary purchases

Poor oversight of accounts payable can lead to misusing funds through unnecessary purchases. To ensure financial accountability and avoid unwanted expenditures, budgetary controls must be implemented for all purchase transactions.

Fraud and theft

As the workplace evolves, Accounts Payable teams must remain vigilant against malicious activities such as fraud and theft. Keeping an eye out internally and externally is necessary to protect business assets from potential threats.

Missing documents

What is Accounts Payable Process?

Misplaced paperwork can create a domino effect of issues as businesses strive for accurate financials. Essential documents like invoices may need to be included, causing friction with vendors and potentially resulting in delayed operations during month-end close.

Double payment

Inaccurate documentation and multiple financial systems – all of these can contribute to a standard and costly occurrence: double payments. Discover how streamlining your processes with an integrated approach can help prevent such issues from arising in the future.

Blind spots

Unpredictable cash flows can hinder an Accounts Payable team’s ability to make informed decisions quickly. Blind spots created by paper and manual processes obscure their view of the financial landscape, making it difficult for them to stay in control.

See more» Top 10 common Accounts Payable Challenges and Solutions

The basic Accounts Payable (AP) workflow process: AP Workflow key steps

The scale of an organization’s Accounts Payable workflow depends on the following:

  • Number of vendors/service providers that cater to its needs
  • Volume (and amount) of payments expected to be made over a short period
  • Types of documentation required to validate each purchase/transaction

For most businesses, the Accounts Payable Process boils down to three key steps:

Completing a purchase order: Crafting a purchase order is an essential part of the purchasing process, building trust between businesses by clearly outlining all necessary details. This ensures that agreements are kept in line with expectations from both parties, providing orders for goods or services alongside agreed-upon payment terms and delivery timelines.

Processing a receiving report: Suppliers rely on receiving messages to document their goods and services. Companies need to look closely at these reports, as every detail matters when it comes time to make payment. A thorough review of each piece of information ensures suppliers get paid quickly and accurately.

Receiving and processing the supplier invoice: After an invoice is delivered, the business runs a comprehensive review to ensure that all details match those of the goods or services provided. This step allows for guaranteeing accuracy and efficiency in payment processing.

Business fraud is an unfortunate reality, and Accounts Payable stands vulnerable due to the large sums of money that can be processed in one transaction. To limit mistakes associated with invoice processing and help guard against malicious activity, businesses should ensure multiple people sign off on invoices at each process step. This way, responsibility will spread more, making it increasingly difficult for fraudulent acts to occur.

Associated documents in the AP process

Purchase order (PO)

What is Accounts Payable Process?

Companies rely on purchase orders to make sure their vendors provide the product/services they need in the agreed-upon quantities and prices. Purchase orders  (POs) are legally enforceable agreements requiring careful coordination between several departments within a larger organization – from those making requests to receiving delivery of goods or services through Accounts Payable.

Receiving report

Confirming the order of goods/services, this receipt report is essential to efficient purchasing processes. Ensuring details match those on the prior Purchase Order (PO) is a binding confirmation that all items have been acquired from vendors.

Vendor Invoice

When obtaining goods and services, businesses must handle vendor invoices. This task is conducted by Accounts Payable teams, who perform three-way matching to confirm accurate details on each invoice before approving any payments. Once approved, vendors can expect payment in due time for their products or services provided.

Vouchers

Vouchers provide an efficient way of validating that the entire approval process has been completed. They can serve as a veritable index to essential documents such as purchase orders, receipts, and vendor invoices, all while featuring pertinent information, including approvals, case numbers, and more related to any particular acquisition.

AP Process Automation: What should be done?

AP automation offers significant cost savings and exceptional efficiency gains that many enterprises can benefit from.

By leveraging state-of-the-art software solutions, Accounts Payable teams can optimize invoice processing speeds by up to 10 times – significantly reducing the tedious manual checks typically involved in an audit process.

Such innovations also enable automated exception handling, effectively identifying any instances of fraud or outlier spending for improved compliance assurance.

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If you need help figuring out where to start or the best practices for Accounts Payable, this guide will help get you on track. Understanding the Accounts Payable Process and what workflows work best can save your business time and money. 

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