In cases when an accounting software is used, recording some expenses may require managerial approval. Here, an expense entry is usually required to be made in the books of accounts. Ledger accounts connected to the bills received need to be updated. Updating the records for the bills received: The vendor’s name, authorizations, date, and requirements raised with the vendor based on the purchase order can be verified too. The time for which the bill is valid can also be known when the bill is received on time. In the case of goods, the bill/invoice helps in tracing the number/quantity of goods received. Set guidelines here are essential because of the value and volume of transactions during any period of time. Whereas, accounts payable department of a medium/large enterprise will have a set of procedures to be followed before making the vendor payments. For example, a small entity with less number of purchase transactions would require a basic accounts payable process. Accounts payable section is set up based on the probable number of vendors & service providers, the volume of the payments that would be processed for a period of time and the nature of reports that would be required by the management. Accounts Payable ProcessĮvery entity will have an accounts payable department and its structure depends upon the size of the business. Hence, proper recording of the expense and tracking of the payment is necessary. If there is a double-entry of an expense or omission of a particular invoice, the financial statements will not report the correct amounts and the loss will be huge when the numbers involved are big. These payables must be dealt with efficiently and accurately. Frauds and thefts can be avoided to a greater extent by following a stringent accounts payable process.įor a company’s financial statements to be complete and accurate, the accounts payable balances should be recorded with accuracy.making payments only when due, using the credit facility provided by the vendor, etc.) It also enables business entities to manage better cash flows (i.e.This will help avoid missing payments and making a payment twice. The organized accounts payable process ensures all that the invoices due are tracked and paid properly. A good accounts payable process ensures there are no overdue charges, penalty or late fees to be paid for the dues.Only when invoices are paid on time, vendors will ensure an uninterrupted flow of supplies and services which in turn will help in the systematic flow of business. This is important so that strong credit and long-term relationships with the vendors can be maintained.
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