PROCURE-TO-PAY (P2P) PROCESS CHECKLIST

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--- PURCHASE REQUISITION & APPROVAL ---
[ ] Requisitioner Name
[ ] Description of Goods or Services Requested
[ ] Estimated Total Cost
[ ] Department (Marketing, Operations, Sales, IT, HR, Finance)
[ ] Required Delivery Date
[ ] Supporting Quote or Specification Document
[ ] Department Manager Approval

--- VENDOR SELECTION & ONBOARDING ---
[ ] Vendor Name
[ ] Vendor Contact Person
[ ] Vendor Category (Supplies, Services, Software/SaaS, Logistics, Consulting)
[ ] Onboarding Completion Date
[ ] Tax Identification Document (W-9/VAT)
[ ] Banking Information Verification
[ ] Required Compliance Checks Performed (Sanction List Screening, Credit Reference Check, Insurance Certificate Verified, Conflict of Interest Disclosure)
[ ] Procurement Officer Approval

--- PURCHASE ORDER (PO) CREATION ---
[ ] PO Number
[ ] Purchase Order Date
[ ] Department (Marketing, Operations, IT, Sales, HR)
[ ] Total Estimated Amount
[ ] Line Item Categories (Hardware, Software/SaaS, Office Supplies, Professional Services, Maintenance)
[ ] Approved Requisition Document
[ ] Authorized Approver Signature

--- GOODS & SERVICES RECEIPT ---
[ ] Date of Receipt
[ ] Delivery Note/Packing Slip Number
[ ] Quantity Received
[ ] Condition of Goods (Intact/Good Condition, Damaged, Partial Delivery)
[ ] Discrepancy Notes
[ ] Upload Photo of Damaged Items or Receipt
[ ] Receiver Signature

--- INVOICE RECEIPT & DATA ENTRY ---
[ ] Invoice Date Received
[ ] Vendor Name
[ ] Invoice Total Amount
[ ] Invoice Type (Standard Invoice, Credit Note, Debit Note)
[ ] Upload Digital Invoice Copy
[ ] Discrepancy Notes
[ ] Data Entry Clerk Verification

--- THREE-WAY MATCHING ---
[ ] Match Status (Fully Matched, Discrepancy Found, Pending Verification)
[ ] Upload Purchase Order (PO)
[ ] Upload Receiving Report/GRN
[ ] Upload Vendor Invoice
[ ] Discrepancy Amount
[ ] Discrepancy Details & Resolution Plan
[ ] Verification Date
[ ] Auditor/Reviewer Signature

--- INVOICE APPROVAL & AUTHORIZATION ---
[ ] Approver Name
[ ] Approval Level (Department Manager, Finance Controller, CFO/Director)
[ ] Approval Date
[ ] Total Approved Amount
[ ] Verification Checkpoints Completed (Budget Availability Confirmed, Budget Code/GL Account Verified, Tax Compliance Checked)
[ ] Signed Approval Document
[ ] Final Authorization Signature

--- PAYMENT PROCESSING ---
[ ] Payment Method (ACH Transfer, Wire Transfer, Credit Card, Check)
[ ] Payment Amount
[ ] Scheduled Payment Date
[ ] Payment Confirmation Receipt
[ ] Transaction Reference Number
[ ] Authorized Approver Signature

--- PAYMENT RECONCILIATION & RECORD KEEPING ---
[ ] Date of Payment Execution
[ ] Total Payment Amount
[ ] Transaction/Reference Number
[ ] Payment Method (ACH/Direct Deposit, , Credit Card, Check)
[ ] Proof of Payment/Bank Confirmation
[ ] Reconciliation Checklist Completed (GL Entry Posted, Bank Statement Matched, Supporting Docs Archived)
[ ] Accountant Authorization

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