Accounts Payable. A Guide to Running an Efficient Department. 2nd Edition

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1 Brochure More information from Accounts Payable. A Guide to Running an Efficient Department. 2nd Edition Description: Accounts Payable, Second Edition is the most complete guide to running a valuable accounts payable department. This updated edition continues where the successful First Edition left off, providing all the critical information and guidance top professionals need to run an efficient department, complete with coverage of the innovative issues now facing the field and new material on: - Encryption and digital signatures - Electronic invoicing - Purchase cards - Post audit firms - Petty cash - Vendor fraud - Certification Supplemented annually to ensure the most helpful and up to date information, Accounts Payable, Second Edition is the one resource that accounts payable managers, controllers, and CFOs need at their fingertips. Contents: Preface xxi Acknowledgments xxiii Part One Processing 1 1 Invoice Handling Introduction The Invoice Purchase Orders Receiving Documents Proper Invoice Handling When Accounts Payable Receives Invoices Last Entry by Month End Timely Approvals Unidentified Invoices Sent to Accounts Payable Use Best of Terms Strategies to Use When Short Paying Invoices Goods Improperly Ordered Outside Purchasing Nonpurchase Order Buying Encouraging Others to Follow Accounts Payable s Guidelines 14

2 1.15 Invoices without Invoice Numbers Invoice Amnesty Day Keeping Difficult Invoices from Disappearing Using Vendor Statements: Theory Using Statements: Reality Filing: Batch versus Alpha Filing Reducing the Number of Invoices Handling Bills with Remittance Advices 21 2 Alternatives to the Three Way Match Introduction Assumed Receipt Evaluated Receipt Settlement 25 3 Check Preparation Printing and Filing Introduction A More Common Approach Manual Signatures Authorized Signers Proper Check Signing Procedures and Control Limiting Time Spent Getting Checks Signed Mailing versus Picking Up Checks Check Filing Time Saving Techniques in the Check Production Cycle Canceled Checks and Irate Vendors 43 4 Automated Clearinghouse and Direct Deposit Introduction Direct Deposit Other Common Examples Combining Electronic Billing And Payments Terminology Check Truncation and Check Conversion What Companies Are Doing Today Case Study: How One Company Gets Suppliers to Accept ACH Payments 49

3 4.9 The Future 50 5 Making International Payments Introduction Foreign Exchange Bank Account Issues Payment Mechanisms International Payment Service Benefits of International Payment Services Payments to NAFTA Partners 55 Part Two Controls 57 6 Exception and Rush Processing Introduction Dealing with the Issue Hard Line Approach Identify Rush Check Troublemakers Modify Systems and Procedures to Reduce the Need for Rush Checks Publish a Newsletter 64 7 Errors and Duplicate Payments Introduction Statistics Types of Erroneous Payments Low Tech Solutions High Tech Solutions Employees: Your Most Important Resource Tolerance Levels Handling Discrepancies Accuracy and Timeliness Timing Issues Eliminating Duplicate Payments without an Auditor Duplicate Pay Audits: The Future of Accounts Payable and AP Audits 75 8 Paying When the Original Invoice Is Not Available 79

4 8.1 Introduction Who Pays from Copies Controls When Using Copies Common Techniques to Ensure a Second Payment Will not Be Made Controls When Paying from Copies 81 9 Master Vendor Files Introduction The Data Cleanup Policies When to Set Up a New File Maintenance Policies Good Master Vendor Policies Establishing Vendor Naming Conventions Tips on Setting Up the Master Vendor File New Vendor Setup Adjustments, Corrections, and Additions Maintaining the Master Vendor File 91 Part Three Cash Management Terms and Taking Discounts Introduction Should the Discount be Taken? An Ongoing Process Possible Problems When Paying Late Are All Possible Discounts Being Taken? Should You? Cash Management Introduction Why Discuss Cash Management in Accounts Payable? Payment Timing Maximize Float Purchasing Cards Bank Fees 107

5 11.7 ACH Background ACH: Types of Corporate Payments Clean Desk Syndrome Games Companies Play Petty Cash Introduction Petty Cash No Nos Recommended Procedures Other Recommended Procedures Payment Timing Introduction Can Another Day be Squeezed out of Payables? Timing Payments in Difficult Times Stretching Vendor Payments Place Smaller Orders Talk to Vendors A Formalized Approach Audits and the Outside Accountant s Management Letter Introduction Most Notable Payables Issues Using This Information Sarbanes Oxley Effect 123 Part Four Travel and Entertainment Handling Travel and Entertainment Reports Introduction The Problem Solutions How Much Checking Is Enough? T&E Manual Policy and Procedures Changes What About Electronic Receipts? 136

6 15.8 Faster Employee Reimbursements E Tickets Handling Electronic T&E Reports Introduction Advantages Homegrown Systems Third Party Electronic Software E Tickets Automating the T&E Report Process Introduction Making the Most of Direct Deposit Spreadsheet Approach One Card Intranet Based Solution In House versus Third Party Value Added Tax Refunds Introduction What is Vat? Assistance Available Vat Reclaim Companies Time Limitations: Deadlines Focus on Vat Friendly Countries Focus on Vat Valuable Expenses 152 Part Five Technology Electronic Data Interchange Introduction What Is EDI? TECHNICAL Basics: introduction Why EDI? Getting Started Business Infrastructure Requirements Managing Accounts Payable EDI Accounts Payable EDI Opportunities 162

7 19.9 Accounts Payable EDI Success Factors Systems Requirements Trading Partner Directory EDI Standards Effect on Supplier Partnerships Convincing Management FEDI Applications Cost Justifying FEDI Getting Up the EDI Learning Curve Internet EDI Web EDI: An Idea Whose Time Has Come Security and Standards Issues Why the Internet? Special Application: ACH Debits for Tax Payments Imaging Introduction Poor Man s Imaging Planning for Full Scale Imaging Using Full Scale Imaging with E Mail Imaging on a Smaller Scale Overview Imaging in Practice: Growing Pains Legal Acceptance Disaster Recovery Frequently Asked Questions about Imaging Preparing Documents for Imaging The Internet, E Mail, and E Invoicing Introduction E Mail The Internet Case Study: An Accounts Payable Department Web Site 187

8 21.5 What to Include on an Accounts Payable Web Page Electronic Invoicing Everyday AP uses for the Internet Case Study: Putting the Web to Work for Accounts Payable Encryption and Digital Signatures Introduction Basics Case Study E Marketplaces and XML Introduction E Marketplaces XML How Accounts Payable Professionals Can Prepare Themselves How to Participate in the E Commerce Revolution 209 Part Six Specialty Topics Purchasing Cards Introduction What Is a Purchasing Card? How a Purchasing Card Differs from a Consumer or Corporate Card Why Use a Purchasing Card? How Does the Purchasing Card Work within the Company? Plan Administrator User Feedback Vendor Feedback Control Features Maximizing Cost Savings Considering a Program Post Audit Firms Introduction Why Are Accounts Payable Audit Firms Necessary? How Post Audit Firms Work Accounts Payable Benefits 225

9 25.5 Costs Getting Money Back Selecting the Best Profit Recovery Firm Other Considerations Reaction to Profit Recovery Firms Self Auditing Self Auditing for Duplicate Payments Current State of Duplicate Payment Audit Industry Benchmarking Introduction What is Benchmarking? Sources of Benchmarking Data Benchmarking Applications Case Study: How to Start or Improve a Benchmarking Program 234 Part Seven Regulatory Issues Form 1099 and Form 1042 S Introduction Background Best 1099 Practice What if the 1099 Is Not Filed? Who Should Receive a 1099? Letters Instead of W 9s B Notices Types of Payments Reflected on 1099S More Help from the IRS It s 1099 Time: Changes Implemented in S Sales and Use Tax Introduction Defining Sales and Use Tax Education 251

10 28.4 Policies and Procedures Sales and Use Tax Audits Sales and Use Tax Terminology Types of Sales and Use Tax Keeping Up To Date Use Tax and Nexus Specialized Software Additional Learning Opportunities Help Others Help Accounts Payable Industry Specific Sales and Use Tax Advice Avoiding a Sales and Use Tax Disaster Conclusion Escheatment Introduction What Is Escheatment? What If You Do Not Escheat? Dilemma What Can Be Done? Necessary Documentation Software Solutions What Can Accounts Payable Professionals Do? What If You Have Not Been Escheating? Professional Organizations for Unclaimed Property Owners Typical Unclaimed Property Experience An Unclaimed Property Game Plan 270 Part Eight Management Issues Ethics Introduction Sections of Sarbanes Oxley Act Pertinent to Accounts Payable Cascading Certifications Sarbanes Oxley Act: A Case Study Foreign Payments 278

11 30.6 Office of Foreign Assets Control What This Means to Accounts Payable Disaster Recovery Introduction Personnel Travel Policies Telephone Trees Computer Backups Protecting Paper Outsourcing Introduction Why Companies Do Not Outsource Accounts Payable When Outsourcing Makes Sense Hiring an Outsourcer Outsourcing: A Case Study Management Techniques Introduction Six Sigma Balanced Scorecard 290 Part Nine Department Management Making Your Accounts Payable Department First Rate Introduction Typical Accounts Payable Department Who Runs the Department? Hiring Practices How to Assemble an Accounts Payable Dream Team Procedures Manual The Impact of Technology on Accounts Payable Departments Outsourcing Managing the Staff Introduction Training 307

12 35.3 Finding Challenging Work for the Staff Listening Skills Hiring Staff Overtime: A Serious Issue Managing a Unionized Staff Staff Motivation and Morale Introduction Motivation Techniques Evaluating Your Motivation Skills Motivating the Seemingly Unmotivatable Using the Staff Knowledge as Company Resource Dealing with Poor Attitude Problems Getting the Accounts Payable Staff to Take on More Work A Realistic Approach to Motivating Accounts Payable Staff Improving the Image of Accounts Payable Working with and for Purchasing and Other Departments Introduction Why Interdepartmental Cooperation Is Important Basic Approaches Handling the Big Issues Getting a Customer Service Mentality in Accounts Payable Quick Answers to Common Problems 341 Part Ten Fraud Check Fraud Introduction Check Fraud as Growth Industry Legal Issue of Reasonable Care Corporate Responsibility Controls If Preprinted Check Stock Is Used Check Security Features Short Circuiting the Forger 350

13 38.9 Taking Reasonable Care Positive Pay Reverse Positive Pay Ongoing Fraud Problems A Total Fraud Protection Program Identifying Fraudulent Checks Quickly Segregation of Duties Account Reconciliation Accounts Payable Controls Payment Pitfalls: What Your Banks May Not Tell You Laws Covering Check Fraud Positive Pay: The Next Generation Employee Fraud Introduction Be Aware of Typical Candidates What Can Go Wrong Steps to Prevent Cash Fraud Exercise Patience Call in the Professionals When Fraud has been Identified Dealing with the Aftermath Preventing Fraud in the Future Vendor Fraud Introduction Master Vendor File Con Artist Vendors Scam Solutions Vendor Profile Forms 372 Part Eleven Accounts Payable Today and in the Future Professionalism in the Field Introduction 377

14 41.2 Evaluating the Big Picture Leadership and Preparation Technology Communication Relevant Trends Gaining the Attention of Management How to Win Approvals on Accounts Payable Proposals Taking Control of Your Own Destiny Certification Conferences Accounts Payable in the Twenty First Century Salaries and Titles in Accounts Payable Today Introduction Basic Data Bonuses Education Effects of Industry and Company Size Trends Reevaluating AP Positions for Grade Level Changes Titles 393 Appendix Accounts Payable Resources 397 Index 399 Ordering: Order Online - Order by Fax - using the form below Order by Post - print the order form below and send to Research and Markets, Guinness Centre, Taylors Lane, Dublin 8, Ireland.

15 Page 1 of 2 Fax Order Form To place an order via fax simply print this form, fill in the information below and fax the completed form to (from USA) or (from Rest of World). If you have any questions please visit Order Information Please verify that the product information is correct. Product Name: Web Address: Office Code: Accounts Payable. A Guide to Running an Efficient Department. 2nd Edition SC Product Format Please select the product format and quantity you require: Hard Copy (Hard Back): Quantity USD USD 29 Shipping/Handling * Shipping/Handling is only charged once per order. Contact Information Please enter all the information below in BLOCK CAPITALS Title: Mr Mrs Dr Miss Ms Prof First Name: Last Name: Address: * Job Title: Organisation: Address: City: Postal / Zip Code: Country: Phone Number: Fax Number: * Please refrain from using free accounts when ordering (e.g. Yahoo, Hotmail, AOL)

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