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Is writing payment info on bills more efficient than making copies of payable checks and attaching?

looking for an efficient way to handle ap payments


Topic Expert
Patrick Dunne
Title: Chief Financial Officer
Company: Milk Source
(Chief Financial Officer, Milk Source) |

Yes. I have seen a stamp used to indicate paid and in some cases a stamp with an area to indicate date and check number. I have also seen machines used to perforate the invoice with a paid date. Attaching a check to each invoice is an inefficient process.

The most efficient process I have seen is simply stamping a voucher number in the upper left hand corner when the invoice was entered into the system. Nothing else was indicated on the invoice as all data could be gathered from the system.

Len Green
Title: Performance Improvement Consultant and E..
Company: Haygarth Consulting LLC
LinkedIn Profile
(Performance Improvement Consultant and ERP Strategist, Haygarth Consulting LLC) |

It's not clear if you are using a system or are manual.

If you are using a system, then the source data for:
-which invoices were paid on a specific check and
-which check# was used to pay which invoice(s) #
is the system. I totally agree with Patrick's statement that "Attaching a check to each invoice is an inefficient process."

Hopefully the AP module can provide that report/query so when a vendor calls to ask about the payment status of any invoice, you can look it up easily. And further, if you scan the vendor invoices (or receive them electronically) you can attach them to the transaction record in the system in case anyone needs to look at the document.

When you reconcile the bank account, that process should confirm when the check was presented and cleared.

Bottom line-can you trust your system (and the related processes) and use it instead of paper?



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