EZ Accounts Payable AuditSM
Your Data
I
convert your data to delimited records (CSV) for processing with my software.
The
only fields used in processing are:
Vendor ID
Invoice number
Invoice amount
Invoice date
To make
the reports usable your data should also include:
Vendor name
Check number
Check date
Total check amount
Additional
fields are optional, but some clients like to include:
Batch number
Voucher number
etc.
One
problem area is “distribution.” I don’t need to know how the payment was
distributed internally in your accounting system. Basically, I have to re-create
what the check looked like from the data you provide. So if you paid a vendor
$300.00 for something that was charged to three departments at $100.00 each, I
don’t need to know how you split the payment. I only need to know that you paid
$300.00 to that vendor, on that check, for that invoice.
Copies
of your “file copy” of actual checks that show the Vendor ID and Name, Invoice
Number, Invoice Amount, Invoice Date, Check Number, Check Date and the total
amount of the check always help. One with a single
invoice, and one with two or more invoices paid.
Data
you send to me can be in just about any format you choose, but generally the
files should be either Fixed length, Delimited (specify the delimiter used), or
Spreadsheets (Excel, etc.). Regardless of what format you use I need to be able
to identify the data in each field. You can make a separate record layout, or
you can use headings. Avoid field names like “Doc Nbr” when the actual name
should be “Invoice number” or “Check number,” or whatever.
My
programs have been in use for several years, and when good data is used they
produce good reports. I will notify you if I can’t use the data you provided. I
want to do the job, so I won’t just give up.
My
Background/Qualifications|List of Reports