Philippines staffing blog
Accounts payable guides, page 10
Reconcile a supplier advance payment to later invoices
Track deposits and prepayments from authorization through supplier application, invoice matching, and residual balance.
Resolve a purchase-order unit-of-measure mismatch
Compare invoice, order, receipt, conversion evidence, and pricing when units such as cases, eaches, hours, or kilograms disagree.
Create a reliable supplier-portal invoice download log
Record portal access, invoice identity, download time, file integrity, and queue handoff without treating a portal visit as proof of receipt.
Control invoice attachment versions in the AP inbox
Distinguish originals, corrected invoices, supporting files, and unrelated attachments so the approved packet points to the right source.
Review an early-payment discount before taking it
Validate the invoice terms, eligible amount, deadline, approval, and payment feasibility before a discount enters the payment proposal.
Set a currency cutoff for payment-run preparation
Organize currency-specific funding, rate, bank, and approval deadlines without letting AP choose rates or release payments.
Use a checklist before reactivating a dormant vendor
Treat a request to reuse an inactive supplier as a controlled onboarding event with independent identity, ownership, tax, and payment-data checks.
Build an AP close carryforward register for unresolved items
Carry open invoice, credit, receipt, approval, and reconciliation exceptions into the next close with a named owner and preserved evidence.
How to review an invoice currency mismatch before approval
Compare the invoice, purchase record, supplier terms, and proposed posting when currency codes or symbols disagree, without letting AP guess which amount is payable.
Reconcile a vendor statement at month-end cutoff
Build a cutoff-aware vendor statement reconciliation that distinguishes open invoices, timing differences, credits, payments in transit, and items that need an owner.
Route intercompany invoices without treating them like vendor bills
Identify both legal entities, agreement, service period, coding owner, and settlement path before an intercompany charge enters the ordinary AP queue.
Review an invoice against a closed purchase order
Determine why a purchase order is closed, assemble receipt and amendment evidence, and route the invoice without reopening or bypassing the order on assumption.
Handle an invoice tax total mismatch without inventing the answer
Recalculate the visible invoice arithmetic, isolate rounding or tax-line differences, and give the tax or finance owner a reviewable exception packet.
Track a supplier refund from request to bank confirmation
Connect the credit balance, authorized refund request, supplier response, bank result, and ledger application without exposing payment credentials or assuming cash arrived.
Review a recurring invoice price change before it becomes routine
Compare recurring charges with the current agreement, usage, notice, and prior invoice so an unexplained increase does not pass merely because the supplier is familiar.
Track a partial supplier payment without hiding the remaining balance
Record the approved payment portion, exclusions, remittance, supplier application, and residual invoice balance as separate, reviewable events.
Resolve an invoice legal entity mismatch before posting
Compare the billed name and address with the purchase, receipt, contract, and entity directory, then route correction or approval to the proper owner.
Review a goods receipt reversal before matching the invoice
Trace original and reversed receipts, returns, quantities, dates, and owner evidence so AP does not match an invoice to inventory movement that no longer stands.
Handle a returned supplier payment without creating a second error
Separate the bank return, invoice status, supplier communication, payment-data verification, and authorized reissue before another payment is prepared.
Set controls for automatic forwarding from an AP mailbox
Document which messages may leave the AP inbox, where they go, how attachments and sensitive data are handled, and who reviews forwarding failures or rule changes.