ACCOUNTS PAYABLE PROCESSING CHECKLIST

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--- INVOICE RECEIPT & VERIFICATION ---
[ ] Invoice Receipt Date
[ ] Vendor Name
[ ] Total Invoice Amount
[ ] Upload Digital Invoice Copy
[ ] Invoice Status (New, Pending Verification, Discrepancy Found)
[ ] Verification Checkpoints Completed (Vendor Name Matches PO, Tax Amount Verified, Line Items Validated, Total Amount Matches PO)
[ ] Discrepancy Notes

--- THREE-WAY MATCHING ---
[ ] Match Status (Fully Matched, Discrepancy Found, Pending Investigation)
[ ] Purchase Order Document
[ ] Receiving Report/Delivery Note
[ ] Discrepancy Amount
[ ] Notes on Discrepancies
[ ] Date of Match Verification
[ ] Verifier Signature

--- APPROVAL WORKFLOW ---
[ ] Approving Manager (Finance Manager, Department Head, Controller, CFO)
[ ] Approval Date
[ ] Approval Comments
[ ] Signed Approval Form
[ ] Final Authorization Signature
[ ] Required Review Checks Completed (Budget Availability Confirmed, GL Code Verified, Tax Compliance Checked)

--- DATA ENTRY & CODING ---
[ ] Invoice Number
[ ] Invoice Date
[ ] Total Invoice Amount
[ ] General Ledger (GL) Account (Office Supplies, Rent & Utilities, Software & Subscriptions, Travel & Entertainment, Professional Services)
[ ] Currency (USD, EUR, GBP)
[ ] Digital Invoice Copy
[ ] Description/Memo

--- PAYMENT SCHEDULING & AUTHORIZATION ---
[ ] Scheduled Payment Date
[ ] Payment Method (ACH/Direct Deposit, Wire Transfer, Check, Corporate Credit Card)
[ ] Total Payment Amount
[ ] Required Approvers (Department Manager, Finance Controller, CFO)
[ ] Authorized Approver Signature
[ ] Approval Documentation

--- PAYMENT EXECUTION ---
[ ] Payment Method (ACH Transfer, Wire Transfer, Check, Corporate Credit Card, PayPal/Digital Wallet)
[ ] Total Payment Amount
[ ] Payment Execution Date
[ ] Transaction Reference Number
[ ] Payment Confirmation Receipt
[ ] Authorized Approver Signature

--- VENDOR RECORD MAINTENANCE ---
[ ] Vendor Legal Name
[ ] Tax Identification Number (TIN/VAT)
[ ] Vendor Type (Supplier, Service Provider, One-time Vendor, Contractor)
[ ] W-9 or Tax Residency Certificate
[ ] Banking Instructions/Voided Check
[ ] Last Review Date
[ ] Required Compliance Documents Received (Certificate of Insurance, Signed Contract, Business License, NDA)
[ ] Accountant Verification Signature

--- POST-PAYMENT RECONCILIATION & FILING ---
[ ] Payment Date
[ ] Total Amount Paid
[ ] Payment Method (ACH/Wire Transfer, Check, Corporate Credit Card, PayPal/Digital Wallet)
[ ] Payment Confirmation Receipt
[ ] Documentation Checklist (Invoice marked as paid, Bank statement updated, GL Ledger updated, Digital archive completed)
[ ] Accountant Verification Signature

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