Philippines staffing blog
Accounts payable guides, page 15
Maintain an early-payment discount calendar
Make discount opportunities visible while leaving cash, approval, and payment-timing decisions with authorized owners.
Keep an intercompany invoice routing log
Identify entity and ownership questions early without allowing AP preparation to determine intercompany treatment.
Document supplier contact changes separately from bank changes
Retain who requested a contact update, how it was verified, and which communications the new contact may receive.
Run a month-end invoice cutoff register
Carry late and unresolved invoices into close with visible evidence, ownership, and accounting decisions.
Control invoice attachments arriving by email
Give the AP inbox a practical way to retain the original message, choose the right attachment, and quarantine unclear files.
Run an AP credit memo application queue
Keep supplier credits visible until the right invoice, entity, and accounting treatment have been confirmed.
Keep a purchase order price variance log
Record line-level price differences without allowing the exception list to become an unofficial approval channel.
Build a missing-invoice queue from vendor statements
Turn statement-only items into traceable requests instead of entering liabilities from a supplier list alone.
Use an AP payment file preparation checklist
Define what a preparer may assemble before an authorized employee reviews and releases a payment file.
Maintain an AP tax document expiration tracker
Track dated supplier documents and requests while keeping tax interpretation with the company’s qualified owner.
Set an invoice approval reminder cadence
Prompt the right approvers without flooding inboxes or turning silence into assumed approval.
Create a supplier refund receipt log
Connect expected supplier refunds to bank evidence and accounting closure without treating a promise as cash.
Maintain an AP entity routing table for shared services
Route invoices to the correct company queue using approved evidence and a clear path for ambiguous entities.
Document vendor bank-change callback evidence
Preserve independent verification steps while restricting sensitive data and final master-record changes.
Create an invoice scan quality exception queue
Catch unreadable and incomplete invoice images before weak OCR output enters approval or matching work.
Run a weekly AP exception aging review
Review stalled items by cause and next owner instead of using age alone as a performance verdict.
Prepare evidence for a split invoice allocation
Separate the billed facts from the employee decision when one invoice must be divided across departments, projects, or entities.
Build an AP transition record for a supplier merger
Track old and new supplier identities without merging records or payment instructions on assumption.
Review a vendor debit balance without guessing its cause
Assemble invoices, payments, credits, and refunds so an employee can decide how a supplier debit balance should be handled.
Prepare a partial-payment instruction packet for AP review
Show what would be paid, held, and left open while reserving the decision and release for authorized employees.