Prepare a vendor charge, resolve the amount and retain the Controller decision.
AP Specialist records the vendor invoice reference, organization, invoice date and due date in a Draft bill. Assign the tax period and retain the vendor document. Compare the reference with existing bills before preparing another obligation from a repeated delivery.
AP Specialist reviews quantities, prices, ledger accounts and the recorded input tax credit. Compare the line subtotal with the header and vendor document. Resolve a discrepancy with the supplier or keep the charge in Disputed while the team investigates.
AP Specialist moves the prepared bill from Draft to Pending Approval. Make the evidence available to Controller and explain any condition that affects the amount or payment timing. Submission starts the review; it does not record the decision.
Controller approves the supported amount through the bill approval action. Inspect the decision record and operation receipt after the action sets the bill to Approved. Retain the reviewer and conditions. A Returned or Rejected decision needs its own explanation and follow-up.
Treasury Analyst reviews the approved obligation and due date before preparing a scheduled payment. AP Specialist keeps the bill's remaining balance visible until confirmed payment evidence supports its settlement.
And how to keep it from happening.
Start free, then use Proto to change fields, steps and approvals before your team goes live.