02Organised outputs
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Invoice approval
Review an invoice, match it to the purchase order, collect approval, and schedule payment.
1. Capture and validate
The accounts payable analyst records the supplier, invoice number, amount, currency, and due date. Check the supplier and invoice number against existing records. Place duplicates on hold so they cannot be paid twice.
2. Match and approve
Match invoice lines to the purchase order and goods receipt. Return price or quantity mismatches to the requester. Once matched, invoices up to and including $5,000 go to the department manager. Amounts above $5,000 go to the finance controller.
3. Schedule and record
The payments specialist schedules payment only after approval is recorded. Use the invoice due date, save approval and payment references, and mark the invoice as scheduled. Rejected invoices return to the analyst with a reason.
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