Financial Processes in Accounts Payable (PowerPoint PPT)

This presentation is a training material on Best Practice Financial Processes in Accounts Payable. This presentation is prepared aims
•  to maximise processing efficiency
•  to ensure invoices are processed to agreed terms
•  to ensure payments made only when due and payable
•  to ensure liabilities 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

The PPT delves into critical success factors essential for optimizing accounts payable processes. It emphasizes the importance of a single supplier database, staff training, and clear roles and responsibilities. Payment terms must be defined and agreed upon with suppliers to ensure smooth transactions. Effective communication and feedback mechanisms are highlighted to handle queries efficiently and maintain good supplier relations. The document also outlines the necessity of monitoring invoice status and payment schedules, maintaining an AP calendar, and establishing authorization levels and payment terms within the system.

The presentation provides a comprehensive overview of the accounts payable process, from maintaining supplier details to period-end processing and reporting. It includes detailed flowcharts and system features that illustrate the entire workflow. The use of electronic banking systems, centralization of payment processing, and the ability to suspend individual payments are discussed as best practices. The document advises against cash payments to mitigate fraud risks and emphasizes the need for timely payments to maximize cash flow benefits.

Key performance indicators (KPIs) and internal control requirements are also covered, ensuring that data transmitted to the general ledger is complete and timely. The document stresses the importance of daily posting to the general ledger to keep data up to date and reduce period-end processing time. Cost drivers such as the time to close periods and the degree of automation in interfacing with the general ledger are identified, providing a clear roadmap for improving accounts payable efficiency.