We use the process of checking supplier statements to "DOUBLE CHECK " that all is ok before we pay a supplier
We will check and set planned date for the month that we are going to pay
We will check the following month and start to sort issues now ( we dont add planned date for these we just make sure all is ok so next month will be easier )
Even if supplier may owe us money and we will be swapping chqs or holding payment etc ,in the statements task we dont consider this , if its due we set the planned date as per guide ,
in this task we are checking that we are ok to pay supplier and that we have all the suppliers invoices
the task of changing planned dates depending if the supplier owes us is a separate tasks ,link is below
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SET UP -DOUBLE MONITOR
Open xero twice ,
once showing accounts awaiting payment
once showing accounts paid
see guide in accounts tasks for our current payment schedule
@ feb 2016 we pay on the 15th of the following month ( so set this as planned date )
i.e
December invoices we will pay February 15th
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STATEMENTS TO SORT
We need to be able to quickly view if statements have issues to be resolved and what month that issues relate to , this helps us prioritize when we action these issues
if issue relates to month that we are paying this month we want to finalize this month before the 15th ideally so payments can be smooth
if issue relates to issue from the month we arent paying yet that it can be done after the 15th ( payment date )
so the subject line of the statement ticket should reflect this
i.e SGS PARTS - STATEMENT - TO SORT FEBRUARY
if they have February items to action
Due date for items "to sort " ideally should be before the 15th
If we need statement copies this can be lower priority and done after the 15th
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FAQ
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WHAT IF INVOICE FROM LESS THAN 7 DAYS IS NOT SHOWING ON XERO ?
just ignore it , as it takes up to one week for invoices to process thru the system
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ISSUE -WE DON'T HAVE SUPPLIERS INVOICE AT ALL ENTERED IN XERO - Requesting copies of invoices
as a guide one ticket per invoice
up date ticket with details of which invoice copy is required and month that this is due for ( this helps so we know the urgency , if from this month due we want to sort before the 15th of this month
update subject line of ticket to be suppliers name,statement , inv copy required
A/P staff send fork ticket requesting email copy to supplier ( this is linked to statement),
when you receive invoice copy enter in xero and or action as normal ,
update parent ticket so staff checking statements can close or add planned date as required
if you dont receive after 2 days resend email ticket
if you dont receive after further day call daily requesting invoice copy
if dont receive or many any progress after further calls , revert to your manager
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WE HAVE ITEM MARKED AS RETURNED BUT SUPPLIER HAS THIS ON THEIR STATEMENT STILL
(Need copy of RTS Masterfile for this task)
We often return items but the supplier doesn't acknowledge this and still sends as owing on statement
So if we have marked item as returned but it still showing as owing on the supplier statement
1. send note to supplier and advise supplier that we have this item marked as returned
keep ticket open until supplier has responded and acknowledged return
if not answer then re email , if still no answer then make a call
if supplier disagrees and says item wasn't returned
find the CPO for this return and send that to the supplier , again ask supplier to acknowledge the return
Supplier not agreeing that we have returned the parts even with signed CPO:
- If supplier was contesting this, we would say that item was dispatched with i.e Sampedro or TNT or .. couriers on xx date (as per run sheet)
- If they contested further, we would send a copy of the run sheet – exclude/black out other names
- If they contested further, we would ask the shipping company to confirm signed receipt of delivery
If we dont have CPO and supplier advising that the item wasnt returned
Send details to shipping @ and ask them to verify that the item was returned
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WE HAVE NOT RECIEVED STATEMENT COPY FROM SUPPLIERS
As part of our accounts checking process we need the statement from suppliers ,sometimes we don't receive a statement for suppliers (especially from less sophisticated ones ) so we must follow this up
step 1 - we may sent email ( this often work work with less sophisticated suppliers ) ,so if we dont receive answer after 2 days then we call , and we continue to call every 2 days until we receive statement (unless we are advised differently )
ONE TICKET PER STATEMENT REQUEST
FAQ -What if you aren't sure of suppliers name/details - look in xero at the entered invoices , you will see the invoices from this supplier
FOR CALL -GUIDE
Hi
just wanting to get a copy of a statement for you so we can make payment ( they should be wanting us to do this )
once you receive statement- pass ticket to person who does statements stage 1
DRAFT EMAIL
Hi
Part of our suppliers agreement is that we require a statement from all suppliers so we can process invoice for payment ,it seems we haven’t received a statement from you
Could I ask that you forward a statement copy ASAP
Regards
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What if the 15th of the month ( payment day is a Saturday or Sunday ? )
It's ok still mark to pay on the 15th when checking statements ,we will do minor adjustment when we actually make payment