Restricted expense to payment

Step by step

1. Document intake AP Specialist

   AP Specialist records the partner, organization, due date and amounts on the accounting document. An invoice file stays attached to the same case.

   • Creates the payable and source file
   • Updates Accounting documents, Business partners, Record attachments

2. Expense coding AP Specialist

   AP Specialist adds the billed lines and selects the ledger account for each cost. The document then enters the pending approval queue.

   • Explains the booked cost
   • Updates Document lines, Ledger accounts, Accounting documents

3. Fund restriction review Controller

   Controller checks the linked fund name, restriction text, effective date and available amount. The Controller approves or rejects the restriction decision.

   • Records fund eligibility decision
   • Updates Fund restrictions, Accounting documents
   ApprovalA person approves before the work moves on.

4. Bill approval Controller

   Controller checks the coded lines and source evidence. The Controller approves the bill through the native action, which records a review decision and operation result.

   • Approves the payable and records outcome
   • Updates Accounting documents, Review decisions, Operation receipts
   ApprovalA person approves before the work moves on.

5. Payment scheduling Treasury Analyst

   Treasury Analyst links a scheduled payment to the approved bill and checks the amount and method.

   • Links money movement to the bill
   • Updates Payments, Accounting documents

6. Payment release Treasury Analyst

   Treasury Analyst uses the native release action and reads its result before treating the payment as released.

   • Records the release action result
   • Updates Payments, Operation receipts

7. Reconciliation Treasury Analyst

   Treasury Analyst compares the bank reference and supporting cash evidence before marking the payment reconciled.

   • Retains cash comparison evidence
   • Updates Payments, Record attachments

AP Specialist

Prepares the bill.

Controller

Makes the restriction and bill decisions.

Treasury Analyst

Handles the payment.

External Auditor

Reads the outcome.