Purchase bill control

AP Specialist starts with the vendor’s document and prepares a bill that Controller can review. The header brings together the vendor, organization, invoice date, due date and accounting period. Its amounts distinguish the subtotal, recorded input tax credit, total and amount paid. The lines explain the description, quantity, price, tax code and ledger account behind that header.

Keep the vendor’s invoice reference intact. A familiar supplier name alone cannot tell the reviewer whether a charge is a new obligation or a second copy of an existing invoice. Compare the reference and supporting document before moving a draft into the approval queue. Controller needs enough evidence to decide the actual charge presented.

• Prepare the bill. AP Specialist reviews the vendor and organization, codes the bill lines and checks the header against the source document. The original invoice remains available as supporting evidence.
• Request the decision. Move the prepared bill to Pending Approval. Controller reviews the amount and its tax treatment before using the bill approval action.
• Retain the outcome. The approval action records the review decision and operation result as it moves the bill to Approved. Keep disputed amounts visible until their underlying issue is resolved.

Agree Controller’s approval scope and the treatment of bills that need correction. The finance team should distinguish returning a document for more information from rejecting the charge. The decision record can retain Approved, Rejected or Returned together with the reviewer, conditions and notes. Decide how the preparer receives that feedback and when a corrected bill returns for review.

Review vendor status, payment terms and tax registration details before opening the first queue. An On Hold vendor needs an explicit operating response. Agree when the team uses Disputed on a bill and which evidence resolves the issue. The approval rehearsal should include the boundary between viewing a pending bill and being authorized to approve it.

A facilities supplier sends an invoice for a maintenance visit. AP Specialist records the invoice reference and enters the service line against the agreed expense account. The vendor document shows a tax amount that differs from the draft header. Leave the bill in preparation while AP Specialist checks the entry and asks the supplier to explain the difference if necessary.

Once the supported amount is clear, send the bill for Controller review. Controller compares the recorded tax credit and total with the attached invoice before approving. Open the resulting decision and operation receipt to confirm who acted and what completed. Treasury Analyst can then prepare the payment against the approved obligation while the original approval remains available for later inspection.

• AP Bills Worklist — Work through open bills with their due dates, recorded tax credit and remaining balance.
• Purchase Bills Pending Approval — Review the bill amounts and evidence waiting for a decision.
• Bills by Status — See where preparation, approval and payment follow-up have stalled.

Use bill capture to approval, then payment release to reconciliation. Review the access responsibilities with the people who will run the first cycle.