We need a strong payables process so that it provides us with a high-productivity accounting solution to process vendor payments. An integrated payables process provides strong financial control so you can prevent duplicate payments, pay for only the goods and services you order and receive, and maximize supplier discounts. Understand the key features of an effective accounts payable system.
Given below are the key requirements from any automated world class accounts payable system:
Flexibility:
Payables system should provide flexibility for managing and streamlining invoice and payment processing. The flexibility is required in the areas of account structure, multiple calendars, multiple currencies, multiple bank accounts, multiple payment terms and how the system helps entering the information by defaulting linked information from the master data.
Accurate Invoice Processing:
Payables system should provide controls and automations to improve the efficiency of invoice processing and simultaneously help ensuring the accuracy of payables information. Some automation features or best practices are automatically matching an invoice to a purchase order by providing the purchase order number. Defaulting the accounting details and other information based on the matched purchase order.
Invoice Approvals:
As controllership and sox requirement the payable system should support two-, three- and four-way matching of purchase orders, invoices, receipts, and requester acceptance documents. Further it should provide approval mechanisms to ensure segregation of duties.
Multiple Payment Types:
System should provide capability to handle every form of payment, including manual payments, wire transfers, bank drafts, electronic funds transfers, and automatic checks. Further these payments should automatically or manually reconcile with the bank statements.
Supplier Interface:
System should enable resolve business issues quickly by providing immediate and accurate responses to supplier inquiries. Ability to view Invoice and Payment status information together to take informed decisions and have a meaningful conversation with the supplier.
Additional Information:
Ability to record detailed information about suppliers, including their purchasing, payment, and invoice processing preferences, flexible address formatting for global operations.
Electronic Data Interchange (EDI):
This allows exchanging payables data with external parties like banks and suppliers. Ability to use EDI drastically reduces many manual steps.
Pay on Receipt:
This is a financials feature that automatically creates supplier invoices based on receipts and purchase orders information. An advanced feature will automatically create matched invoices, automatically approve invoices and then make EDI or other electronic payments to the supplier.
Open Interfaces:
Ability to bring procure to pay data from other systems to the payables system.
The Outbound process starts with routing the shipments. The Outbound execution process starts from the point when pick tasks are completed for an outbound shipment and ends at the point where the outbound packages are loaded into trailers. The Warehouse Outbound process includes managing and controlling outgoing materials starting from the download of orders through to the shipping of products from the warehouse.
Warehouses can be places where piles of packed or loose products occupy space. If left disorganized, it will become very challenging to identify products for packing or picking. Hence, proper organization of warehouse is very important. Warehouse labeling systems eliminate this problem by making sure products are easily identified and managed during the warehousing and shipping process. Labeling is the most functional and cost-effective way to keep your warehouse organized and operating efficiently.
What is the difference between Warehouse Management & Inventory Management?
The terms “inventory management” and “warehouse management” are sometimes mistakenly used interchangeably as they both deal with operations and products of industries. Despite their few similarities, there are many notable differences between warehouse and inventory management systems.
Warehouses may seem like a simple, straightforward concept, but they actually include a variety of different types of warehouses that all have their own niche. The type of warehousing that’s right for you depends on your specific industry, location, and needs. From private warehousing, distribution centers, and climate-controlled warehouses, there’s an option to suit every business.
We need a strong payables process so that it provides us with a high-productivity accounting solution to process vendor payments. An integrated payables process provides strong financial control so you can prevent duplicate payments, pay for only the goods and services you order and receive, and maximize supplier discounts. Understand the key features of an effective accounts payable system.
Warehouse management and distribution logistics involve the physical warehouse where products are stored, as well as the receipt and movement of goods takes place. Warehouse management aims to control the storage and movement of products and materials within a warehouse. These operations include the receipting of inwards goods, tracking, stacking and stock movement through the warehouse.
One of the most important decisions when running a warehouse is its layout. Warehouse layout defines the physical arrangement of storage racks, loading and unloading areas, equipment and other facility areas in the warehouse. A good layout aligned with the business needs could have a significant effect on the efficiency.
Subsidiary Ledgers – AP Ledger
An accounts payable invoice gets recorded in the Account Payable sub-ledger at the time an invoice is received and validated that the respective goods corresponding to the invoice have been received. Then it is verified and vouchered for payment as per the payment terms agreed with the Supplier.
Inventory is money, and hence businesses need to perform physical inventory counts periodically to make sure that their inventory records are accurate. The traditional approach to conducting inventory counts is to shut down a facility during a slow time of year to count everything, one item at a time. This process is slow, expensive, and (unfortunately) not very accurate.
Understand what we mean by accounts payable. Why the process is called accounts payable and what are the other names by which this process is known as. Download a ready recokner to keep with you.
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