Accounts Payable Filing System Should Be Set Up

If you don t receive a statement and.

Accounts payable filing system should be set up.

Setting up a clear collections policy at the outset of establishing an accounts receivable system is the best way to lay a groundwork for collecting overdue amounts. Regardless of the company s size the mission of accounts payable is to pay only the company s bills and invoices that are legitimate. It also makes the annual task of. Organize the invoices in folders that represent each day of the month.

Or scan save them to an electronic filing system. A good accounting filing system can significantly reduce the time and effort it takes to manage your company s finances. Move paid invoices from the a r or a p file into a permanent file. Credit card business filing system tip avoid stapling documents in the top left corner it really isn t necessary to staple everything.

The accounts payable process might be carried out by an accounts payable department in a large corporation by a small staff in a medium sized company or by a bookkeeper or perhaps the owner in a small business. Notice when the most spending occurs for your business. Your permanent filing system can take on either of the forms we have already discussed in previous posts by vendor by month. When you determine the payment date for the invoice file it under that day.

For example if the unpaid bills add up to 5 000 your accounts payable account must show 5 000. For a r still outstanding it might be a good idea to send a follow up invoice or statement of account. Enter into the vendor master file in the software the names addresses payment terms and default general ledger expense accounts that apply to each supplier. After invoices are matched with supporting documents check the due date and set a payment date for the invoice.

File accounts payable documents by payment date. You can head these up with either the bank account type daily transactions account savings account tax account etc or use the account number. Enter each invoice into the accounts payable system. Doing so includes entering the invoice date not the date of receipt and the payable amount.

How to set up an accounting filing system. Recognizing trouble spots once you re accustomed to your accounts payable system you ll start to observe trends. You should receive a statement from each of your suppliers at least once a month listing all the purchases you made from them during the previous 4 weeks. Keep a dedicated digital and analog filing system for your accounts payable department.