全212普华永道-财务管理最佳实践之应付管理.ppt

BestPracticeFinancialProcesses AccountsPayable AccountsPayableObjectives Organisation People Processes Controls Measures InformationSystems TomaximiseprocessingefficiencyToensureinvoicesareprocessedtoagreedtermsToensurepaymentsmadeonlywhendueandpayableToensureliabilitiesarefullyrecordedanddistributedcorrectlyToachieveeffectivebalancebetweenextendingcreditandmaintaininggoodrelationswithsuppliersTotakefulladvantageofopportunitiestorecoverVAT CentralisedprocessingOutsourcingpotential MaintainingsupplierdetailsProcessvouchersProcesspaymentsPeriodendprocessingandreporting AuthorisationrulesSystemaccesscontrolsUserproceduresValidationandmatchingrules SpeedofprocessingsupplieramendmentsInvoicesprocessedInvoiceprocessingtimeNumberofpaymentsPeriodendclosuretime InterfacebetweenAccountsPayableandotherrelatedprocessesSharedemployeeandsupplierdetailsSystemvalidationandapprovalchecks SupplierrelationsCreditorcontrol AccountsPayable BestPracticeObjectives AccountsPayable Bestpracticefeatures AuthoriseandsetupnewsupplierspaymentdetailsMaintainsupplierpaymentdetailsSegregationofdutiesbetweensuppliersetup voucherprocessingandpaymentprocessing Accountspayableprocessvouchers invoices expenseclaims creditnotes debitmemosandprepaymentrequestsSuppliersrequiredtousePOnumberonalldocumentsandthreewaymatchwhereverpossibleConsolidatedperiodicinvoicingforhighfrequencysuppliers ProcessFeatures Maintainsupplierdetails Processvouchers OptimisationofearlypaymentdiscountsPaymentrunsproperlyauthorised Processpayments AlltransactionscompletedbeforeperiodclosedReconciliationofAccountsPayableactivityandreconciliationwithGeneralLedgercontrolaccountManagementreportsrunonceperiodisfinallyclosed Periodendprocessingandreporting AccountsPayable Bestpracticefeatures SinglesupplierdatabaseSingleemployeedatabaseAudittrailofchangestosupplierpaymentdetails PurchaseinvoicestransactedviaEDIwithmajorsupplierswhereverpossibleElectronicvalidationandapprovalofinvoicesAutomaticmatchingofinvoicetoorderandgoodsreceivednote GRN InterfacewithGeneralLedger Purchasing FixedAssetsandProjectAccountingUseofworkflowsoftwaretoresolvequeriesandmonitorprocess SystemFeatures Maintainsupplierdetails Processvouchers ElectronicpaymentsDefaultpaymenttermsheldonsupplierfilewithmanualoverrideatP O andinvoiceProductionofforwardpaymententryschedulestoaidcashflowmanagementInterfacewithGeneralLedger FixedAssets ProjectAccountingandCashManagementFacilitytosuspendpayments Processpayments IntegrationwithGeneralLedgerminimisesreconciliationadjustmentsTransactionprocessingpreventedforclosedperiods Periodendprocessingandreporting AccountsPayable Measures Costdrivers NumberofinvoicesreceivedpermonthNumberofsuppliersNumberofdifferenttermsandconditionsComplexityofauthorisationprocessProportionofinvoicesautomaticallymatchedwithPO sNumberofsupplierqueriesProportionofinvoicesreceivedelectronicallyProportionofpaymentsmadeelectronically Median 16days 90percentile 49days 90percentile Median 10percentile NumberofpurchaseinvoicesperFTEperannum 15 000 7 000 3 000orless Costperpurchaseinvoiceprocessed 10percentile Median 90percentile 2 6 17 10percentile 6days Invoiceprocessingtimeindays Costdrivers Source statisticstakenfromBenchmarkingdatabase21January1997 AccountsPayable Trends From To SeparateAPmodulePaymentbychequeManualmatchingPerformedbyfinancedepartment IntegratedsystemsElectronicpaymentOn linematchingSharedServiceCentresoroutsourcedservices AccountsPayable CriticalSuccessFactors Theseareasummaryofthekeybusinessrequirements whichmustbemettoachievetheobjectives SinglesupplierdatabaseStafftrainedinAPprocessandhaveclearrolesandresponsibilitiesPaymenttermsdefinedandagreedwithsupplierEffectivecommunicationandfeedbackmechanismsinplacetohandlequeriesEstablishandmaintaingoodsupplierrelationsProcessinplaceformonitoringthestatusofinvoicesandpaymentschedulesAPcalendarinplaceandcommunicatedtostaffAuthorisationlevelsandpaymenttermsheldonthesystemAutomatedworkflowtoroutedocumentstorelevantpersonnelwhenproblemsneedtoberesolvedForwardpaymentscheduletocashflowmanagementFlexiblematchingcriteria AccountsPayable Appendix1 IDEFProcessFlow Thediagrambelowprovidesakeytotheprocessdiagramsusedinthisdocument Process activity Controls i e ProceduresStandardsRequirementsforrework Output i e InformationMaterial Resources i e PeopleFunctionsITsystemsMachines Input i e InformationMaterial AccountsPayable Level0ContextDiagram AccountsPayable Level1Overview AccountsPayable NotesMaintainSupplierDetails BestPracticeFeaturesSharedsupplierdatabasewithPurchasing Purchasingresponsibleforapprovingsuppliers havingmadetherequiredchecks agreeingtermsandconditionsandmaintaininggeneralandpurchasingrelatedsupplierdetailsonthedatabase includingpaymentterms AccountsPayableresponsibleformaintainingallpaymentrelatedsupplierdata suchasbankdetails paymentmethod payeenameandaddress paymentcontacts SharedemployeedatabasewithHumanResources EmployeedetailsaremaintainedbyHumanResources butsufficientdetailsmustbeheldandmaintainedbyAccountsPayable toallowpaymentofexpenses Employeedetailsrequiredincludepaymentmethod bankdetails remittanceaddress payeenameandemployeecostcentre AccountsPayableshouldnothaveaccesstootherconfidentialemployeedata Onepaymentaddressforeachvendor Whereavendorprovidesgoodsorservicesfromanumberoflocations theconsolidationofthepaymentprocessnotonlyreducesthenumberofpaymentsnecessarybutalsoremovesthepotentialneedtoreconcileanumberofindividualaccounts Centralisethevendorset upcapabilityinordertominimisetheriskofunauthorisedorduplicatevendorsbeingsetupmorethanonce Fromanauditpointofview thecontrolovervendorsetupisalsoviewedasacriticalactivitywhichneedstobetightlycontrolled Changestosupplierdetailsareprocessedexpeditiously If thevendorisalsoacustomer detailsareconsistentinbothdatabases AccountsPayable NotesMaintainSupplierDetails InternalControlrequirementsNewsuppliersmustbecheckedandapprovedbyPurchasinginaccordancewithcompanypolicy Similarly Purchasingareresponsibleforprocessinganymergers acquisitionsordeletions Toenableefficientinvoicepaymentprocessingandensuresegregationofduties AccountsPayableareresponsibleforthemaintenanceofallpaymentrelatedsupplierdata Inaddition authorisationforpaymentswithinAccountsPayableshouldbeseparatefromtheresponsibilityofmaintainingsupplierpaymentdataandprocessingvouchers Auditofchangestosupplierpaymentdetailsmustbepossible KeyPerformanceIndicatorsTimetakentoprocesssupplieramendments AccountsPayable NotesProcessPayments BestPracticeFeaturesUseofelectronicbankingsystemsforpayments thusminimisingtheneedformanualinterventionintheprocess Centralisationofthepaymentprocessinginordertominimisetheriskofmakingduplicatepayments Paymentsmadenosoonerthantheduedateinordertomaximisecashflowbenefits Facilitytosuspendindividualpayments Thewithholdingofpaymentcanbeapowerfultoolinensuringthatthevendorcomplieswithanyrequirementsaskedofit Avoidpaymentsincash Apartfrombeingcostlytoadminister thepotentialforfraudisgreatlyincreased AccountsPayable NotesProcessPayments InternalControlrequirementsPaymentprocessingneedstobetightlycontrolledandtotallysegregatedfromvendorset upandinvoiceprocessingactivities KeyPerformanceIndicatorsNumberofpaymentsperFTE Numberofoverduepayments Numberofpaymentsmadetooearly AccountsPayable NotesProcessPayments CostDriversThefollowinggeneratethecostsfortheprocessingofpayments Numberofpaymentruns Numberofmanuallypreparedpayments Numberofpaymentmedia cheques vouchers diskettes etc Num