Vendor Purchase Orders/Accounts Payable Flow Chart

Input Vendor Purchase Order to accounting software Invty Purchases must contain company P/N & Charged to Invty Chart of Accounts. Expense Items Must be Charged to Applicable COA.

Send Purchase Order to Vendor

Open Purchase Order File

Receiving Report/packing list

Invoice From Vendor

Does Qty, Unit Price, and Shipping Method Agree to PO?

No

Contact Vendor to Solve Discrepancy

Yes

Input to accounting software creating Accounts Payable

Open AP File Should Contain PO, Receiving Report, and Vendor Invoice

Open Accounts Payable File

At a minimum of once a week, review review accounts payable. Issue disbursement checks to vendors based on due dates.

From accounting software write 3 part checks.

Send check with one check stub to vendor.

Attach one check stub to open each open vendor invoice package.

File alphabetically as paid documentation.