Accounts Payable Standard Operating Procedure
I. Introduction
This Standard Operating Procedure (SOP) outlines the process for payment processing within [Your Company Name]'s Accounts Payable department. It encompasses the steps required to generate payment requests, select payment methods, schedule payments, and reconcile accounts to ensure accurate and timely disbursement of funds to vendors and suppliers.
II. Scope
The Standard Operating Procedure that is currently in place is designed to be applicable and relevant to all our employees. Every individual who is an active member of the workforce under the umbrella of the Accounts Payable department at [Your Company Name] is expected to follow this established procedure.
III. Responsibilities
Accounts Payable Manager
Accounts Payable Team
Process payment requests.
Verify vendor information and payment details.
Schedule payments according to due dates and payment terms.
Reconcile accounts post-payment.
IV. Procedure
Generating Payment Requests
Obtain invoices from relevant departments.
Verify invoice accuracy and completeness.
Enter invoice details into the accounting system.
Attach supporting documentation (e.g., purchase orders, receiving reports).
Selecting Payment Methods
Review available payment methods (e.g., check, ACH, wire transfer).
Consider vendor preferences and urgency of payment.
Select the appropriate payment method ensuring compliance with company policies.
Scheduling Payments
Refer to payment terms and due dates on invoices.
Schedule payments by vendor agreements.
Prioritize urgent payments if necessary.
Ensure consistency with cash flow projections.
Reconciling Accounts
Match payments with corresponding invoices.
Investigate and resolve discrepancies.
Update accounting records to reflect payment transactions accurately.
Prepare reconciliation reports for review.
V. Documentation
A. Maintain detailed records of all payment transactions.
B. Document any deviations from standard procedures and the reasons behind them.
C. Retain all supporting documentation for audits and reference purposes.
VI. Training
A. Provide training to new employees on payment processing procedures.
B. Conduct periodic refresher training sessions for existing staff to ensure adherence to SOPs.
VII. Approval
This SOP is hereby approved on the date specified below.
[Approver’s Name]
[Approver’s Role]
[Approval Date]
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