Effective Management Of Account Payable

DURATION

5 days

DATE

25 – 29 Mar, 24 – 28 June
22 – 26 July, 19 – 23 Aug
16 – 20 Sept 2019

FEE

£3850

LOCATION

Jurys Inn Croydon
Wellesley Rd, Croydon CR0 9XY

Course Objective:

Accounts Payable (A/P) is a core operation of any accounting system. Whilst it involves paying invoices, there is actually a lot more to it than that. An efficient and accurate AP system will save you time, money and resources.

By gaining an in-depth understanding of how to manage your purchase ledger effectively, you will be better placed to improve the accuracy of data input and reduces the costs of your AP department.

This Accounts Payable course has been designed to be as practical and realistic as possible and is built around a databank of real invoices and reports, to equip you with essential skills to getting it right first time!

Who should attend

This Accounts Payable Course is recommended for Accounts Payable (Purchase Ledger) team leaders with a minimum of one years’ experience, new Purchase Ledger Supervisors and new Accounts Assistants

Course Content

Module 1: Master Vendor File
    Who Has Access
    Master Vendor File Set-Up
    Using Naming Conventions
    Making Changes to the Master Vendor File
    Master Vendor File Cleanup
    Self-Service Master Vendor Files

Module 2: Invoice Processing
    Receipt of Invoices
    Invoice Handling: Approvals 
    Invoice Data Requirements 
    Verifying Invoice Data
    Invoice-Coding Standards

Module 3: Checks
    Approach to Paying by Check
    Check Printing
    Check Signing
    Check Stock Storage
    Distribution of Checks
    Check Fraud
    Use of Payee Name Positive Pay

Module 4: ACH (Electronic Payments)
    Approach to Paying Electronically 
    Converting Vendors to ACH Payments
    Handling Change of Bank Account Requests
    Convincing Vendors to Convert
    Handling Remittance Information

Module 5: Payment Strategy
    Establishing an Overall Payment Strategy 
    Paying Small-Dollar Invoices
    A Rush or Emergency Payment Policy
    Payments Made Outside Accounts Payable 
    Basic Fraud Protection against ACH Fraud

Module 6: Policy and Procedures Manual
    Use of the Manual
    Creating an Accounts Payable Policy and Procedures Manual
    Updating an Accounts Payable Policy and Procedures Manual
    Access to the Accounts Payable Policy and Procedures Manual

Module 7: Operational Aspects
    Paying When the Original Invoice Is Missing
    Limiting Calls to Accounts Payable
    Petty Cash
    Reviewing Supplier Statements
    Adopting a Policy of Never Returning

    Checks to Requisitioners

Module 8: Duplicate Payment Issues
    Using Processing Standards
    Duplicate Payment Avoidance
    Mandating a Rigid Work Process    
    Some Quick Checks
    Backup for Rush Checks

Module 9: Fraud Prevention: Checks
    Use of Positive Pay
    Pre-printed Check Stock Controls
    Check Stock Storage
    Other Check Fraud Prevention Practices

Module 10: Regulatory Issues: 

     Information Reporting
    A Form W-9 Requirement Policy
    Collecting and Tracking W-9 and W-8 Policy
    Using IRS TIN Matching Properly

Module 11: Communications/ Vendor Relations
    Communicating Relevant Information to Vendors
    Communicating with Internal Customers
    Working with Purchasing
    Customer Service in Accounts Payable

Module 12: Cash Management
    Taking Early Payment Discounts
    Payment Timing
    Payment Status Information for Vendors

Module 13: Managing the AP Function
    Best Practice Policy
    Policy and Procedures Manual
    Staff Training
    Soliciting Process Improvement 

    Recommendations
    Payment Audits 
Module 14: Invoice Problems
    Short-Paying Invoices
    Handling Unidentified Invoices
    Handling Invoices without Invoice Number

    Discrepant Invoices 

Module 15: P-cards
    Designing a Best Practice P-Card Program
    Setting Strong Internal Controls in Your P-card Program
    Increasing Usage of the P-card in Your Organization
    Setting Attractive Payment Terms 

Module 16: Operational Aspects
    Paying When the Original Invoice Is Missing
    Limiting Calls to Accounts Payable
    Petty Cash
    Reviewing Supplier Statements
    Adopting a Policy of Never

    Returning Checks to Requisitioners

Module 17: Internal Controls
    Appropriate Segregation of Duties
    Appropriate System Access
    Policy when Employees Leave
    Eliminating Weak Control Practices
    Staff Training

Module 18: Fraud Prevention: General    

    Separate Computer for Online Banking
    Wire Transfer Information Requests
    Information on Internet for Vendors
    Mandatory Vacation Policy
    Job Rotation Policy
    Handling of Change of Bank

    Account Requests

Module 19: Travel and Entertainment Policy
    Formal Policy
    Expense Report Form 
    Verifying Data
    Handling Receipts
    Detailed Meal Receipts

Module 20: Travel and Entertainment Issues
    Cash Advances
    Unused Tickets
    Departing Employees
    Making Travel Reservations
    Reimbursing Employees

Module 21: Regulatory Issues: Unclaimed Property
    Reporting and Remitting

    Unclaimed Property
    Performing Due Diligence for

    Unclaimed Property
    Using Social Media to Track Owners of Unclaimed Property

Module 22: Regulatory Issues: Other

    Proper Handling of Sales and Use Tax 
    Regular OFAC Checking
    Foreign Corrupt Practices Act (FCPA)

    Monitoring

Module 23: Technology
        An Accounts Payable Technology Plan
        Handling E-mailed Invoices
        Invoice Automation
        Use of Mobil Devices in Accounts Payable

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Effective Management Of Account Payable

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