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1、Best Practice Financial Processes:Accounts Payable2PwC175b(1)Accounts PayableObjectivesOrganisationPeopleProcessesControlsMeasuresInformation Systems To maximise processing efficiency To ensure invoices are processed to agreed terms To ensure payments made only when due and payable To ensure liabili
2、ties are fully recorded and distributed correctly To achieve effective balance between extending credit and maintaining good relations with suppliers To take full advantage of opportunities to recover VAT Centralised processing Outsourcing potential Maintaining supplier details Process vouchers Proc
3、ess payments Period end processing and reporting Authorisation rules System access controls User procedures Validation and matching rules Speed of processing supplier amendments Invoices processed Invoice processing time Number of payments Period end closure time Interface between Accounts Payable a
4、nd other related processes Shared employee and supplier details System validation and approval checks Supplier relations Creditor controlAccounts Payable-Best Practice Objectives3PwC175b(1)Accounts Payable-Best practice features Authorise and set up new suppliers payment details Maintain supplier pa
5、yment details Segregation of duties between supplier set up,voucher processing and payment processing Accounts payable process vouchers:invoices,expense claims,credit notes,debit memos and prepayment requests Suppliers required to use PO number on all documents and three way match wherever possible
6、Consolidated periodic invoicing for high frequency suppliersProcess FeaturesMaintain supplier detailsProcess vouchers Optimisation of early payment discounts Payment runs properly authorisedProcess payments All transactions completed before period closed Reconciliation of Accounts Payable activity a
7、nd reconciliation with General Ledger control account Management reports run once period is finally closedPeriod end processing and reporting4PwC175b(1)Accounts Payable-Best practice features Single supplier database Single employee database Audit trail of changes to supplier payment details Purchas
8、e invoices transacted via EDI with major suppliers wherever possible Electronic validation and approval of invoices Automatic matching of invoice to order and goods received note(GRN)Interface with General Ledger,Purchasing,Fixed Assets and Project Accounting Use of workflow software to resolve quer
9、ies and monitor processSystem FeaturesMaintain supplier detailsProcess vouchers Electronic payments Default payment terms held on supplier file with manual override at P.O.and invoice Production of forward payment entry schedules to aid cash flow management Interface with General Ledger,Fixed Assets
10、,Project Accounting and Cash Management Facility to suspend paymentsProcess payments Integration with General Ledger minimises reconciliation adjustments Transaction processing prevented for closed periodsPeriod end processing and reporting5PwC175b(1)Accounts Payable-Measures/Cost drivers Number of
11、invoices received per month Number of suppliers Number of different terms and conditions Complexity of authorisation process Proportion of invoices automatically matched with POs Number of supplier queries Proportion of invoices received electronically Proportion of payments made electronically Medi
12、an16 days90 percentile49 days90 percentile Median 10 percentileNumber of purchase invoices per FTE per annum15,0007,0003,000 or lessCost per purchase invoice processed10 percentileMedian90 percentile261710 percentile6 daysInvoice processing time in daysCost driversSource:statistics taken from Benchm
13、arking database 21 January 19976PwC175b(1)Accounts Payable-TrendsFromTo Separate AP module Payment by cheque Manual matching Performed by finance department Integrated systems Electronic payment On-line matching Shared Service Centres or outsourced services7PwC175b(1)Accounts Payable-Critical Succes
14、s FactorsThese are a summary of the key business requirements,which must be met to achieve the objectives.Single supplier database Staff trained in AP process and have clear roles and responsibilities Payment terms defined and agreed with supplier Effective communication and feedback mechanisms in p
15、lace to handle queries Establish and maintain good supplier relations Process in place for monitoring the status of invoices and payment schedules AP calendar in place and communicated to staff Authorisation levels and payment terms held on the system Automated workflow to route documents to relevan
16、t personnel when problems need to be resolved Forward payment schedule to cashflow management Flexible matching criteria8PwC175b(1)Accounts Payable-Appendix 1:IDEF Process FlowThe diagram below provides a key to the process diagrams used in this document.Process/activityControls(i.e.Procedures Stand
17、ards Requirements for rework)Output(i.e.Information Material)Resources(i.e.People Functions IT systems Machines)Input(i.e.Information Material)9PwC175b(1)Accounts Payable-Level 0 Context DiagramGroup/Mgt.teamFixed AssetRegisterPurchasingGeneralLedgerSuppliers/EmployeesFixed Asset detailsSupplier/Emp
18、loyeeamendmentsProject expense detailsInvoice/Payment detailsPurchase ordersReconcile paymentsHumanResourcesCashManagementManagement reportsPaymentsCash requirementsEmployee detailsProjectAccountingReceipts10PwC175b(1)Accounts Payable-Level 1 OverviewVoucher approved for paymentNew period openPaymen
19、t details ready to post to General LedgerPayment and remittance adviceVoucher:Invoice/expense claim/Credit note/prepayment requestNotification of changes from supplier or employee Maintain supplier detailsAP 1.1Process vouchersAP 1.2Process paymentsAP 1.3Period end processing and reporting AP 1.4Vou
20、cher processing proceduresAuthorisation rulesMatching rulesSystem validation and approval checksException handling proceduresAP deptAP systemPO systemSupplierRequisitionerBatch controlsAuthorisation rulesReporting guidelinesPosting controlsReconciliation proceduresPeriod end timetableAP deptAP syste
21、mPayment deviceAuthorised personnelAPAP SystemHRAuthorisation proceduresSystem access controlsUp to datesupplierrecordsVouchers filedAP deptAP systemGL systemManagement ReportsEmployee joiners and leavers detailsMaintenance requestApproved vouchers ready to post to General LedgerVoucher details avai
22、lable on-lne to Fixed Assets and Project AccountingCancelled vouchers reversed out of AP and filedPayment details available on-line to cash managementPayment cancelled11PwC175b(1)Accounts Payable-Notes Maintain Supplier Details Best Practice Features Shared supplier database with Purchasing.Purchasi
23、ng responsible for approving suppliers(having made the required checks),agreeing terms and conditions and maintaining general and purchasing related supplier details on the database,including payment terms.Accounts Payable responsible for maintaining all payment related supplier data,such as bank de
24、tails,payment method,payee name and address,payment contacts.Shared employee database with Human Resources.Employee details are maintained by Human Resources,but sufficient details must be held and maintained by Accounts Payable,to allow payment of expenses.Employee details required include payment
25、method,bank details,remittance address,payee name and employee cost centre.Accounts Payable should not have access to other confidential employee data.One payment address for each vendor.Where a vendor provides goods or services from a number of locations,the consolidation of the payment process not
26、 only reduces the number of payments necessary but also removes the potential need to reconcile a number of individual accounts.Centralise the vendor set-up capability in order to minimise the risk of unauthorised or duplicate vendors being set up more than once.From an audit point of view,the contr
27、ol over vendor set up is also viewed as a critical activity which needs to be tightly controlled.Changes to supplier details are processed expeditiously.If,the vendor is also a customer,details are consistent in both databases.12PwC175b(1)Accounts Payable-Notes Maintain Supplier Details Internal Con
28、trol requirements New suppliers must be checked and approved by Purchasing in accordance with company policy.Similarly,Purchasing are responsible for processing any mergers,acquisitions or deletions.To enable efficient invoice payment processing and ensure segregation of duties,Accounts Payable are
29、responsible for the maintenance of all payment related supplier data.In addition,authorisation for payments within Accounts Payable should be separate from the responsibility of maintaining supplier payment data and processing vouchers.Audit of changes to supplier payment details must be possible.Ke
30、y Performance Indicators Time taken to process supplier amendments.13PwC175b(1)Accounts Payable-Notes Process PaymentsBest Practice Features Use of electronic banking systems for payments,thus minimising the need for manual intervention in the process.Centralisation of the payment processing in orde
31、r to minimise the risk of making duplicate payments.Payments made no sooner than the due date in order to maximise cash flow benefits.Facility to suspend individual payments.The withholding of payment can be a powerful tool in ensuring that the vendor complies with any requirements asked of it.Avoid
32、 payments in cash.Apart from being costly to administer,the potential for fraud is greatly increased.14PwC175b(1)Accounts Payable-Notes Process PaymentsInternal Control requirements Payment processing needs to be tightly controlled and totally segregated from vendor set-up and invoice processing act
33、ivities.Key Performance Indicators Number of payments per FTE.Number of overdue payments.Number of payments made too early.15PwC175b(1)Accounts Payable-Notes Process PaymentsCost DriversThe following generate the costs for the processing of payments:-Number of payment runs.Number of manually prepare
34、d payments.Number of payment media(cheques,vouchers,diskettes,etc.).Number of foreign payments.Varied payment terms.Reports Summary of payments per run.Payments on hold.Reports on Key Performance Indicators.Overdue unpaid invoices16PwC175b(1)Accounts Payable-Notes Period end processing and reporting
35、Best Practice Features Automatic process requiring little or no manual intervention.Posting to GL should be daily.This ensures GL data is up to date and also reduces the time taken for the period end posting as fewer records are being processed.Internal Control requirements The basic requirement is
36、to ensure that the data transmitted to the general ledger is complete and on time.There is a requirement to ensure that the information recorded in the general ledger agrees with the output from accounts payable.Key Performance Indicators Delivery of information to general ledger on time Timely deli
37、very of end of period reportsCost Drivers Volume of transactions Time to close periods Degree of automation in the interface with general ledger17PwC175b(1)9、静夜四无邻，荒居旧业贫。5 月-235 月-23Friday,May 19,202310、雨中黄叶树，灯下白头人。09:06:3809:06:3809:065/19/2023 9:06:38 AM11、以我独沈久，愧君相见频。5 月-2309:06:3809:06May-2319-M
38、ay-2312、故人江海别，几度隔山川。09:06:3809:06:3809:06Friday,May 19,202313、乍见翻疑梦，相悲各问年。5 月-235 月-2309:06:3809:06:38May 19,202314、他乡生白发，旧国见青山。19 五月 20239:06:38 上午09:06:385 月-2315、比不了得就不比，得不到的就不要。五月 239:06 上午5 月-2309:06May 19,202316、行动出成果，工作出财富。2023/5/19 9:06:3809:06:3819 May 202317、做前，能够环视四周；做时，你只能或者最好沿着以脚为起点的射线向
39、前。9:06:38 上午9:06 上午09:06:385 月-239、没有失败，只有暂时停止成功！。5 月-235 月-23Friday,May 19,202310、很多事情努力了未必有结果，但是不努力却什么改变也没有。09:06:3809:06:3809:065/19/2023 9:06:38 AM11、成功就是日复一日那一点点小小努力的积累。5 月-2309:06:3809:06May-2319-May-2312、世间成事，不求其绝对圆满，留一份不足，可得无限完美。09:06:3909:06:3909:06Friday,May 19,202313、不知香积寺，数里入云峰。5 月-235 月
40、-2309:06:3909:06:39May 19,202314、意志坚强的人能把世界放在手中像泥块一样任意揉捏。19 五月 20239:06:39 上午09:06:395 月-2315、楚塞三湘接，荆门九派通。五月 239:06 上午5 月-2309:06May 19,202316、少年十五二十时，步行夺得胡马骑。2023/5/19 9:06:3909:06:3919 May 202317、空山新雨后，天气晚来秋。9:06:39 上午9:06 上午09:06:395 月-239、杨柳散和风，青山澹吾虑。5 月-235 月-23Friday,May 19,202310、阅读一切好书如同和过去最
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