Philippines AP staffing guide
How AP teams should review invoice and receipt discrepancies
A practical review path for separating missing receiving evidence from genuine quantity or service disputes.
Direct answer
What this role should do
Compare the invoice, order, and receiving record, identify the exact disagreement, and route the evidence question to the receiving or finance owner.
Start with the two source records
Compare the invoice line, purchase order, and receiving record before describing a discrepancy. Record the identifiers and the exact field that does not agree.
Do not label an invoice “wrong” because a receipt is absent. Missing evidence and a confirmed mismatch require different next actions.
Route the question to the right owner
Ask the requester or receiving owner to confirm delivery, quantity, or service completion. Keep the invoice paused while that evidence is gathered.
The AP support role can prepare the comparison and follow up; it should not accept a substitute receipt or approve an exception.
Make the note reusable
Write one sentence stating what agrees, what differs, and what evidence is still needed. Link the note to the packet rather than burying it in an email thread.
A useful note lets a reviewer resume the item without repeating the entire search.
Common questions
Accounts payable virtual assistant FAQs
What belongs in a discrepancy note?
Name the invoice line, receiving evidence, exact difference, responsible owner, and next review date.
Can AP support approve a receipt exception?
No. Support prepares the comparison and preserves the evidence; the authorized owner decides whether the exception proceeds.
International Labour Organization guidance on remote work arrangements reinforces why remote role briefs should document expectations, communication rhythms, and accountable handoffs.
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