Accounts Payable

This workflow example helps you manage purchase orders and accounts payable.
1) Click Run to see it in action
2) Click Edit to customize it
3) Set up integrations/Automations

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Purchase order:

Enter Purchase Order detail

Send to the vendor accounting department

Send to the receiving department

Send to the senior accountant in your department

File a copy for internal records

Receiving report:

Create a receiving report

Document validation:

Gather the receiving report, PO, and vendors invoice

Double check a three-way match

Report errors to relevant team member

Confirm all documents have been amended

Payment:

Enter invoice into the accounts payable account

Check dates to avoid penalty charges

Schedule the payment

Stamp all documents

Create voucher for the documents

Store in paid voucher/invoice file

Purchase order:

This is a heading, used to separate tasks into sections in your workflow.

Enter Purchase Order detail

This is a task, one of the actionable steps in your workflow.

⬆️ When you edit a workflow, you can assign tasks to other users, give them a deadline to be completed by, pause the workflow run at this point, or change who can see this task by adjusting the permission settings ⬆️

Your company name

Vendor details

Vendor - Company name

Vendor contact - First name

Vendor contact - Last name

Vendor contact - Phone number

Receiving department contact info

Receiving department contact - First name

Receiving department contact - Last name

Purchase order details

Purchase order number

Send date

Date of delivery

Goods or services being purchased

Quantity

Unit price

Date of payment

Shipping or delivery information

Further notes

Send to the vendor accounting department

This task uses variables to surface information collected in form fields in your workflow, so that they can be viewed or used elsewhere in your workflow, for example the send email widget below.

Attach the purchase order to the email below when it opens in your draft email.

Send to the receiving department

Send to the senior accountant in your department

File a copy for internal records

It is recommended to file both a digital and physical copy of the purchase order.

⚡️ You can set up an integration for this step to send your file to your chosen storage software automatically, for example Google Drive.

Receiving report:

Create a receiving report

This task contains subtasks that you can use to break complex tasks into smaller steps, and a file widget that allows anyone using your workflow run to download your file.

1

Date and time of delivery
2

Name of the shipping company
3

Name of each item received
4

Quantity of each item delivered
5

The purchase order number
6

Condition of the goods on arrival

Document validation:

Gather the receiving report, PO, and vendors invoice

Documents received

1

Receiving report
2

Purchase order
3

Vendors invoice

Double check a three-way match

It is important to check every metric on all the documents. Any discrepancies can lead to problems in the payment, such as over-payment or double payments.

Does the information match across all documents?

Report errors to relevant team member

Description of problem(s) identified during document validation

Team member - First name

Team member - Last name

Confirm all documents have been amended

Once you have notified you team member of inaccurate information, work with them to ensure all necessary adjustments have been made and the documentation is accurate.

Do not move on to the following tasks without being absolutely certain that all information is accurate.

Payment:

Enter invoice into the accounts payable account

Now that all checks in the process have been undertaken, enter the invoice into the accounts payable account.

⚡️ You can automate this step by setting up an integration with your accounting software, such as QuickBooks or Xero.

Check dates to avoid penalty charges

Some companies will charge interest or late fees for payments paid after the first 30 days.

Make sure you pay the vendor at the earliest date. If this system is working effectively you can try to negotiate discounts in the future for early payments.

Schedule the payment

Stamp all documents

Stamp all documents either physically with paper copies or using a digital system.

Create voucher for the documents

A voucher is a system used by some accountancy departments to document the internal process the payment had gone through.

The voucher acts as a cover sheet on a completed payment. You can record the details of who worked on what stages of the payment processing, in case the information is needed for future reference.

Store in paid voucher/invoice file

Store your completed documents along with their accompanying voucher in your paid voucher/invoice file. You can do this digitally or in paper form.

⚡️ You can automate this step by setting up an integration with your accounting software, such as QuickBooks or Xero.

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