ACCOUNTS PAYABLE AUTOMATION WORKFLOW

Created by ChecklistGuro (https://checklistguro.com)

[ ] Fetch Unprocessed Invoices: Retrieve all invoice entries from the Invoices data model where status is 'Pending'.
[ ] Get Vendor Details: Fetch vendor contact information and payment terms from the Vendors data model based on the invoice vendor ID.
[ ] Calculate Total Amount Due: Sum the subtotal, tax, and shipping fees from the invoice entry to calculate the final payable amount.
[ ] Update Invoice Status to 'Reviewing': Update the status of the retrieved invoice entry to 'In Review' to prevent duplicate processing.
[ ] Create Approval Task: Create a task for the Department Manager to review and approve the pending invoice.
[ ] Aggregate Weekly Payable Total: Sum the 'Total Amount' property of all approved invoices for the current week to calculate liquidity requirements.
[ ] Update Invoice to 'Approved': Change the invoice status to 'Approved' once the manager completes the approval task.
[ ] Create Payment Record: Create a new entry in the Payments data model containing the approved amount, vendor, and scheduled date.
[ ] Notify Vendor of Payment: Send an email to the vendor's email address notifying them that their payment has been scheduled.
[ ] Finance Execution Task: Create a task for the Accounts Payable Clerk to execute the bank transfer.
[ ] Mark Invoice as 'Paid': Update the invoice entry status to 'Paid' and record the transaction date.
[ ] Remove Duplicate Entry: Delete any identified duplicate invoice entries from the system.
[ ] Generate Monthly AP Aging Report: Generate a summary report of all unpaid invoices categorized by age (30, 60, 90 days).
[ ] Notify Treasurer of High Value Payment: Send an SMS alert to the Treasurer if a single payment exceeds a predefined threshold.

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