FINANCE INVOICE MANAGEMENT POLICY
Created By: [Your Company Name]
Date: [Month, Day, Year]
Contact Information: [Your Company Email]
I. Purpose
The purpose of our Finance Invoice Management Policy is to establish standardized procedures for handling and processing invoices, ensuring accuracy, compliance with US financial regulations, and timely payments. The goal is to prevent any potential financial discrepancies, uphold transparency, and maintain the credibility of [Your Company Name] in all of its transactions.
II. Scope
The scope includes all financial transactions and invoicing activities carried out within and on behalf of [Your Company Name]. This policy is applicable to all employees involved in financial operations and invoice management.
III. Policy
A. Invoice Receipt
All invoices addressed to [Your Company Name] must be received through the appropriate channels in a timely manner. All staff members responsible for the receipt of invoices should ensure prompt forwarding to the responsible finance employee to expedite processing and payment.
B. Invoice Processing
Once the invoices are received, they must be matched with the corresponding Purchase Order. It is the role of the finance staff to verify the details including amount, supplier name, and other significant particulars.
C. Compliance
Every invoice must comply with US law and financial standards. Any discrepancies or non-compliance issues should be duly reported to the responsible department for proper resolution.
D. Payment
All verified invoices should be settled within the specified payment term as indicated on the invoice. Early payments might be considered on a case-to-case basis considering certain discounts or incentives.
E. Invoice Discrepancies
In case of any discrepancy noted on the invoice, the matter should be addressed at the earliest to the supplier in writing.
IV. Amendments
Amendments to this policy can be made subject to changes in the legal framework or the organization’s requirements. The policy users will be notified of the same in writing.
V. Policy Enforcement
The [Your Company Name] Finance Department is responsible for the enforcement of this policy. Violations of this policy can lead to appropriate disciplinary action.
