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Accounts payable guides, page 11
How to track supplier prepayments before the final invoice arrives
Use a prepayment register to connect the request, approval, cash result, goods or services, and final supplier invoice without treating the advance as a routine invoice.
Build a retainage invoice review packet without guessing the release amount
Track billed work, retained amounts, approvals, and release conditions so AP can prepare the record while an authorized employee decides what is payable.
Review freight accessorial charges before routing the invoice
Compare detention, liftgate, redelivery, and other accessorial charges with the shipment record instead of approving an unfamiliar line from the carrier invoice alone.
Verify utility invoice accounts across locations and legal entities
Use service address, account identity, billing period, meter details, and ownership records to route utility bills without relying on the supplier name alone.
Match corporate card charges to invoices and receipts without duplicating AP
Connect card transactions, receipts, supplier invoices, and reimbursements so the same expense does not enter two payment paths.
Create a payment run cutoff calendar that AP can actually follow
Turn payment dates, approval deadlines, funding checks, holidays, and exception rules into one controlled calendar with named owners.
Match a posted invoice to its accrual and reversal record
Assemble invoice, service-period, accrual, reversal, and posting evidence so finance can resolve differences without AP choosing the accounting treatment.
Build a vendor tax form refresh workflow without overwriting prior evidence
Track requests, returned forms, effective dates, validation questions, and approvals while keeping tax decisions with the company's authorized owner.
Use a shared services AP transition checklist before moving the queue
Move invoice work to a shared or outsourced team only after sources, permissions, owners, exceptions, and acceptance checks are documented.
Control supplier self-billing and evaluated receipt invoices in AP
Connect purchase, receipt, price, generated invoice, supplier acknowledgment, and exception evidence when the buyer's system creates the payable document.
Track canceled and reissued vendor credits without using both
Link original credits, cancellations, replacements, invoice applications, and supplier statements so AP does not apply the same value twice.
Review invoice OCR field exceptions before they enter the AP ledger
Compare captured fields with the invoice image, mark confidence limits, and route ambiguous values without turning OCR output into source evidence.
September 14: Normalize invoice numbers without erasing the supplier record
Make invoice searches and duplicate checks consistent while retaining the value printed on the document.
September 14: Investigate supplier credit balances before choosing a remedy
Build a source-linked worksheet for credits, overpayments, refunds, offsets, and unresolved supplier balances.
September 14: Review split-coded invoices line by line
Keep allocation support, coding logic, approver responsibility, and later corrections traceable.
September 14: Anchor supplier-statement reviews to a clear cutoff
Keep a reconciliation from mixing statement dates, ledger extracts, later invoices, and payments in transit.
September 14: Log the payment-file handoff without widening AP authority
Record what AP prepared, what treasury received, and which checks remain before upload and release.
September 14: Validate invoice dates without guessing what the supplier meant
Separate printed dates, receipt dates, service periods, posting dates, and policy decisions.
September 14: Give rush payment requests a controlled intake lane
Capture the business reason, evidence, timing, requester authority, and exceptions without promising payment.
September 14: Keep purchase order versions visible during invoice matching
Make quantity, price, terms, and closure changes inspectable instead of matching only against the latest screen.