{"id":28005,"date":"2021-10-14T11:35:29","date_gmt":"2021-10-14T11:35:29","guid":{"rendered":"https:\/\/www.process.st\/templates\/accounts-payable\/"},"modified":"2024-02-29T04:49:05","modified_gmt":"2024-02-29T04:49:05","slug":"accounts-payable","status":"publish","type":"post","link":"https:\/\/www.process.st\/templates\/accounts-payable\/","title":{"rendered":"Accounts Payable"},"content":{"rendered":"<section id=\"purchase-order\">\n<h2>Purchase order:<\/h2>\n<div class=\"image-content\">\n<figure> <a href=\"https:\/\/www.process.st\/templates\/wp-content\/uploads\/2024\/02\/iPwEtqUA-5iEUtH79AFKbQ.png\" alt=\"Purchase order:\" target=\"_blank\" rel=\"noopener\"> <img decoding=\"async\" loading=\"lazy\" src=\"https:\/\/www.process.st\/templates\/wp-content\/uploads\/2024\/02\/iPwEtqUA-5iEUtH79AFKbQ.png\"> <\/a><\/figure>\n<\/div>\n<div class=\"text-content\">\n<p class=\"style-info\"><a href=\"https:\/\/emojipedia.org\/light-bulb\/\" rel=\"nofollow noopener\" target=\"_blank\"><strong><\/strong><\/a><strong> This is a heading, used to separate tasks into sections in your workflow.<\/strong><\/p>\n<\/div>\n<div class=\"video-content\">\n<div class=\"iframe-container\"> <iframe src=\"https:\/\/www.youtube.com\/embed\/zhSYI1eihKs?modestbranding=1&amp;showinfo=0\" frameborder=\"0\" allowfullscreen=\"true\"> <\/iframe><\/div>\n<\/div>\n<\/section>\n<section id=\"enter-purchase-order-detail\">\n<h2>Enter Purchase Order detail<\/h2>\n<div class=\"text-content\">\n<p class=\"style-info\"><a href=\"https:\/\/emojipedia.org\/light-bulb\/\" rel=\"nofollow noopener\" target=\"_blank\"><\/a> <strong>This is a task, one of the actionable steps in your workflow.&nbsp;<\/strong><\/p>\n<p><strong><br \/>\n<\/strong><strong><\/strong><a href=\"https:\/\/emojipedia.org\/up-arrow\/\" rel=\"nofollow noopener\" target=\"_blank\">\u2b06\ufe0f<\/a> <strong>When you edit a workflow, you can<\/strong><a href=\"https:\/\/www.process.st\/help\/docs\/task-assignments\/\" target=\"_self\" rel=\"nofollow noopener\"> <strong>assign tasks<\/strong><\/a><strong> to other users, give them a<\/strong><a href=\"https:\/\/www.process.st\/help\/docs\/task-due-dates\/\" target=\"_self\" rel=\"nofollow noopener\"> <strong>deadline<\/strong><\/a><strong> to be completed by,<\/strong><a href=\"https:\/\/www.process.st\/help\/docs\/stop-tasks\/\" target=\"_self\" rel=\"nofollow noopener\"> <strong>pause<\/strong><\/a><strong> the workflow run at this point, or change who can see this task by adjusting the<\/strong><a href=\"https:\/\/www.process.st\/help\/docs\/task-permissions\/\" target=\"_self\" rel=\"nofollow noopener\"> <strong>permission<\/strong><\/a><strong> settings<\/strong><a href=\"https:\/\/emojipedia.org\/up-arrow\/\" rel=\"nofollow noopener\" target=\"_blank\"> \u2b06\ufe0f<\/a><\/p>\n<\/div>\n<div class=\"text-field-content form-field-content\">\n<div class=\"form-group\"> <label> Your company name <\/label><br \/>\n<input type=\"text\" placeholder=\"Something will be typed here...\" disabled=\"\" class=\"form-control\"><\/div>\n<\/div>\n<div class=\"text-content\">\n<h4>Vendor details<\/h4>\n<\/div>\n<div class=\"text-field-content form-field-content\">\n<div class=\"form-group\"> <label> Vendor - Company name <\/label><br \/>\n<input type=\"text\" placeholder=\"Something will be typed here...\" disabled=\"\" class=\"form-control\"><\/div>\n<\/div>\n<div class=\"text-field-content form-field-content\">\n<div class=\"form-group\"> <label> Vendor contact - First name <\/label><br \/>\n<input type=\"text\" placeholder=\"Something will be typed here...\" disabled=\"\" class=\"form-control\"><\/div>\n<\/div>\n<div class=\"text-field-content form-field-content\">\n<div class=\"form-group\"> <label> Vendor contact - Last name <\/label><br \/>\n<input type=\"text\" placeholder=\"Something will be typed here...\" disabled=\"\" class=\"form-control\"><\/div>\n<\/div>\n<div class=\"text-field-content form-field-content\">\n<div class=\"form-group\"> <label> Vendor contact - Phone number <\/label><br \/>\n<input type=\"text\" placeholder=\"Something will be typed here...\" disabled=\"\" class=\"form-control\"><\/div>\n<\/div>\n<div class=\"text-content\">\n<h4>Receiving department contact info<\/h4>\n<\/div>\n<div class=\"text-field-content form-field-content\">\n<div class=\"form-group\"> <label> Receiving department contact - First name <\/label><br \/>\n<input type=\"text\" placeholder=\"Something will be typed here...\" disabled=\"\" class=\"form-control\"><\/div>\n<\/div>\n<div class=\"text-field-content form-field-content\">\n<div class=\"form-group\"> <label> Receiving department contact - Last name <\/label><br \/>\n<input type=\"text\" placeholder=\"Something will be typed here...\" disabled=\"\" class=\"form-control\"><\/div>\n<\/div>\n<div class=\"text-content\">\n<h4>Purchase order details<\/h4>\n<\/div>\n<div class=\"text-field-content form-field-content\">\n<div class=\"form-group\"> <label> Purchase order number <\/label><br \/>\n<input type=\"text\" placeholder=\"Something will be typed here...\" disabled=\"\" class=\"form-control\"><\/div>\n<\/div>\n<div class=\"date-field-content form-field-content\">\n<div class=\"form-group\"> <label> Send date <\/label><\/p>\n<div class=\"date-container\"> <button type=\"button\" disabled=\"\" class=\"btn btn-default\"> <i class=\"fa fa-calendar btn-icon\"><\/i> Date will be set here <\/button><\/div>\n<\/div>\n<\/div>\n<div class=\"date-field-content form-field-content\">\n<div class=\"form-group\"> <label> Date of delivery <\/label><\/p>\n<div class=\"date-container\"> <button type=\"button\" disabled=\"\" class=\"btn btn-default\"> <i class=\"fa fa-calendar btn-icon\"><\/i> Date will be set here <\/button><\/div>\n<\/div>\n<\/div>\n<div class=\"textarea-field-content form-field-content\">\n<div class=\"form-group\"> <label> Goods or services being purchased <\/label> <textarea placeholder=\"Something will be typed here...\" rows=\"3\" disabled=\"\" class=\"form-control\"><\/textarea><\/div>\n<\/div>\n<div class=\"text-field-content form-field-content\">\n<div class=\"form-group\"> <label> Quantity <\/label><br \/>\n<input type=\"text\" placeholder=\"Something will be typed here...\" disabled=\"\" class=\"form-control\"><\/div>\n<\/div>\n<div class=\"text-field-content form-field-content\">\n<div class=\"form-group\"> <label> Unit price <\/label><br \/>\n<input type=\"text\" placeholder=\"Something will be typed here...\" disabled=\"\" class=\"form-control\"><\/div>\n<\/div>\n<div class=\"date-field-content form-field-content\">\n<div class=\"form-group\"> <label> Date of payment <\/label><\/p>\n<div class=\"date-container\"> <button type=\"button\" disabled=\"\" class=\"btn btn-default\"> <i class=\"fa fa-calendar btn-icon\"><\/i> Date will be set here <\/button><\/div>\n<\/div>\n<\/div>\n<div class=\"textarea-field-content form-field-content\">\n<div class=\"form-group\"> <label> Shipping or delivery information <\/label> <textarea placeholder=\"Something will be typed here...\" rows=\"3\" disabled=\"\" class=\"form-control\"><\/textarea><\/div>\n<\/div>\n<div class=\"textarea-field-content form-field-content\">\n<div class=\"form-group\"> <label> Further notes <\/label> <textarea placeholder=\"Something will be typed here...\" rows=\"3\" disabled=\"\" class=\"form-control\"><\/textarea><\/div>\n<\/div>\n<\/section>\n<section id=\"send-to-the-vendor-accounting-department\">\n<h2>Send to the vendor accounting department<\/h2>\n<div class=\"text-content\">\n<p class=\"style-info\"><a href=\"https:\/\/emojipedia.org\/light-bulb\/\" rel=\"nofollow noopener\" target=\"_blank\"><strong><\/strong><\/a><strong> This task uses<\/strong><a href=\"https:\/\/www.process.st\/help\/docs\/variables\/\" rel=\"nofollow noopener\" target=\"_blank\"> <strong>variables<\/strong><\/a><strong> to surface information collected in<\/strong><a href=\"https:\/\/www.process.st\/help\/docs\/form-fields\/\" rel=\"nofollow noopener\" target=\"_blank\"> <strong>form fields<\/strong><\/a><strong> in your workflow, so that they can be viewed or used elsewhere in your workflow, for example the <a href=\"https:\/\/www.process.st\/help\/docs\/email-widget\/\" rel=\"nofollow noopener\" target=\"_blank\">send email widget<\/a> below.&nbsp;<\/strong><\/p>\n<\/div>\n<div class=\"text-content\">\n<p class=\"style-danger\"><strong>Attach the purchase order to the email below when it opens in your draft email.&nbsp;<\/strong><\/p>\n<\/div>\n<\/section>\n<section id=\"send-to-the-receiving-department\">\n<h2>Send to the receiving department<\/h2>\n<\/section>\n<section id=\"send-to-the-senior-accountant-in-your-department\">\n<h2>Send to the senior accountant in your department<\/h2>\n<\/section>\n<section id=\"file-a-copy-for-internal-records\">\n<h2>File a copy for internal records<\/h2>\n<div class=\"text-content\">\n<p class=\"style-info\"><strong>It is recommended to file both a digital and physical copy of the purchase order.<\/strong><\/p>\n<p class=\"style-warning\"><strong>\u26a1\ufe0f You can set up an <a href=\"https:\/\/www.process.st\/help\/kb\/integrations\/page\/3\/\" rel=\"nofollow noopener\" target=\"_blank\">integration<\/a> for this step to <a href=\"https:\/\/zapier.com\/apps\/categories\/files\" rel=\"nofollow noopener\" target=\"_blank\">send your file to your chosen storage software <\/a>automatically, for example <a href=\"https:\/\/www.process.st\/help\/docs\/google-drive\/\" rel=\"nofollow noopener\" target=\"_blank\">Google Drive<\/a>.&nbsp;<\/strong><\/p>\n<\/div>\n<\/section>\n<section id=\"receiving-report\">\n<h2>Receiving report:<\/h2>\n<\/section>\n<section id=\"create-a-receiving-report\">\n<h2>Create a receiving report<\/h2>\n<div class=\"text-content\">\n<p class=\"style-info\"><a href=\"https:\/\/emojipedia.org\/light-bulb\/\" rel=\"nofollow noopener\" target=\"_blank\"><strong> <\/strong><\/a><strong>This task contains <\/strong><a href=\"https:\/\/www.process.st\/help\/docs\/how-subtask-work\/\" target=\"_self\" rel=\"nofollow noopener\"><strong>subtasks<\/strong><\/a><strong> that you can use to <\/strong><strong>break complex tasks into smaller steps, and a <a href=\"https:\/\/www.process.st\/help\/docs\/file-widget\/\" rel=\"nofollow noopener\" target=\"_blank\">file widget<\/a> that allows anyone using your workflow run to download your file.&nbsp;<br \/>\n<\/strong><\/p>\n<\/div>\n<div class=\"multi-select-content form-field-content\">\n<ul class=\"items\">\n<li class=\"item\">\n<div class=\"step-number-container\">\n<div class=\"step-number\">\n       1<\/div>\n<\/div>\n<div class=\"step-checkbox-container\">\n<div class=\"step-checkbox\"><\/div>\n<\/div>\n<div class=\"item-name-static\">\n      Date and time of delivery<\/div>\n<\/li>\n<li class=\"item\">\n<div class=\"step-number-container\">\n<div class=\"step-number\">\n       2<\/div>\n<\/div>\n<div class=\"step-checkbox-container\">\n<div class=\"step-checkbox\"><\/div>\n<\/div>\n<div class=\"item-name-static\">\n      Name of the shipping company<\/div>\n<\/li>\n<li class=\"item\">\n<div class=\"step-number-container\">\n<div class=\"step-number\">\n       3<\/div>\n<\/div>\n<div class=\"step-checkbox-container\">\n<div class=\"step-checkbox\"><\/div>\n<\/div>\n<div class=\"item-name-static\">\n      Name of each item received<\/div>\n<\/li>\n<li class=\"item\">\n<div class=\"step-number-container\">\n<div class=\"step-number\">\n       4<\/div>\n<\/div>\n<div class=\"step-checkbox-container\">\n<div class=\"step-checkbox\"><\/div>\n<\/div>\n<div class=\"item-name-static\">\n      Quantity of each item delivered<\/div>\n<\/li>\n<li class=\"item\">\n<div class=\"step-number-container\">\n<div class=\"step-number\">\n       5<\/div>\n<\/div>\n<div class=\"step-checkbox-container\">\n<div class=\"step-checkbox\"><\/div>\n<\/div>\n<div class=\"item-name-static\">\n      The purchase order number<\/div>\n<\/li>\n<li class=\"item\">\n<div class=\"step-number-container\">\n<div class=\"step-number\">\n       6<\/div>\n<\/div>\n<div class=\"step-checkbox-container\">\n<div class=\"step-checkbox\"><\/div>\n<\/div>\n<div class=\"item-name-static\">\n      Condition of the goods on arrival<\/div>\n<\/li>\n<\/ul>\n<\/div>\n<\/section>\n<section id=\"document-validation\">\n<h2>Document validation:<\/h2>\n<\/section>\n<section id=\"gather-the-receiving-report-po-and-vendors-invoice\">\n<h2>Gather the receiving report, PO, and vendors invoice<\/h2>\n<div class=\"multi-choice-content form-field-content\">\n<div class=\"form-group\"> <label> Documents received <\/label> <select disabled=\"\" class=\"form-control\"><option value=\"\">Multiple options can be selected from this list<\/option><\/select><\/div>\n<ul class=\"items\">\n<li class=\"item\">\n<div class=\"step-number-container\">\n<div class=\"step-number\">\n       1<\/div>\n<\/div>\n<div class=\"step-checkbox-container\">\n<div class=\"step-checkbox\"><\/div>\n<\/div>\n<div class=\"item-name-static\">\n      Receiving report<\/div>\n<\/li>\n<li class=\"item\">\n<div class=\"step-number-container\">\n<div class=\"step-number\">\n       2<\/div>\n<\/div>\n<div class=\"step-checkbox-container\">\n<div class=\"step-checkbox\"><\/div>\n<\/div>\n<div class=\"item-name-static\">\n      Purchase order<\/div>\n<\/li>\n<li class=\"item\">\n<div class=\"step-number-container\">\n<div class=\"step-number\">\n       3<\/div>\n<\/div>\n<div class=\"step-checkbox-container\">\n<div class=\"step-checkbox\"><\/div>\n<\/div>\n<div class=\"item-name-static\">\n      Vendors invoice<\/div>\n<\/li>\n<\/ul>\n<\/div>\n<\/section>\n<section id=\"double-check-a-threeway-match\">\n<h2>Double check a three-way match<\/h2>\n<div class=\"text-content\">\n<p class=\"style-success\"><strong>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.<\/strong><\/p>\n<\/div>\n<div class=\"select-field-content form-field-content\">\n<div class=\"form-group\"> <label> Does the information match across all documents? <\/label> <select disabled=\"\" class=\"form-control\"><option value=\"An option will be selected here\">An option will be selected here<\/option><\/select><\/div>\n<\/div>\n<\/section>\n<section id=\"report-errors-to-relevant-team-member\">\n<h2>Report errors to relevant team member<\/h2>\n<div class=\"textarea-field-content form-field-content\">\n<div class=\"form-group\"> <label> Description of problem(s) identified during document validation <\/label> <textarea placeholder=\"Something will be typed here...\" rows=\"3\" disabled=\"\" class=\"form-control\"><\/textarea><\/div>\n<\/div>\n<div class=\"text-field-content form-field-content\">\n<div class=\"form-group\"> <label> Team member - First name <\/label><br \/>\n<input type=\"text\" placeholder=\"Something will be typed here...\" disabled=\"\" class=\"form-control\"><\/div>\n<\/div>\n<div class=\"text-field-content form-field-content\">\n<div class=\"form-group\"> <label> Team member - Last name <\/label><br \/>\n<input type=\"text\" placeholder=\"Something will be typed here...\" disabled=\"\" class=\"form-control\"><\/div>\n<\/div>\n<\/section>\n<section id=\"confirm-all-documents-have-been-amended\">\n<h2>Confirm all documents have been amended<\/h2>\n<div class=\"text-content\">\n<p class=\"style-success\"><strong>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.&nbsp;<\/strong><\/p>\n<p class=\"style-danger\">Do not move on to the following tasks without being absolutely certain that all information is accurate.&nbsp;<\/p>\n<\/div>\n<\/section>\n<section id=\"payment\">\n<h2>Payment:<\/h2>\n<\/section>\n<section id=\"enter-invoice-into-the-accounts-payable-account\">\n<h2>Enter invoice into the accounts payable account<\/h2>\n<div class=\"text-content\">\n<p class=\"style-info\"><strong>Now that all checks in the process have been undertaken, enter the invoice into the accounts payable account.&nbsp;<\/strong><\/p>\n<p class=\"style-warning\"><strong>\u26a1\ufe0f You can automate this step by setting up an <a href=\"https:\/\/www.process.st\/help\/kb\/integrations\/\" rel=\"nofollow noopener\" target=\"_blank\">integration<\/a> with your accounting software, such as <a href=\"https:\/\/zapier.com\/apps\/quickbooks\/integrations\/process-street\" rel=\"nofollow noopener\" target=\"_blank\">QuickBooks<\/a> or <a href=\"https:\/\/zapier.com\/apps\/xero\/integrations\/process-street\" rel=\"nofollow noopener\" target=\"_blank\">Xero<\/a>.&nbsp;<\/strong><\/p>\n<\/div>\n<\/section>\n<section id=\"check-dates-to-avoid-penalty-charges\">\n<h2>Check dates to avoid penalty charges<\/h2>\n<div class=\"text-content\">\n<p class=\"style-success\"><strong>Some companies will charge interest or late fees for payments paid after the first 30 days.&nbsp;<\/strong><\/p>\n<p><strong><br \/>\n<\/strong><strong><\/strong><strong>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.&nbsp;<\/strong><\/p>\n<\/div>\n<\/section>\n<section id=\"schedule-the-payment\">\n<h2>Schedule the payment<\/h2>\n<\/section>\n<section id=\"stamp-all-documents\">\n<h2>Stamp all documents<\/h2>\n<div class=\"text-content\">\n<p class=\"style-success\"><strong>Stamp all documents either physically with paper copies or using a digital system.<\/strong><\/p>\n<\/div>\n<\/section>\n<section id=\"create-voucher-for-the-documents\">\n<h2>Create voucher for the documents<\/h2>\n<div class=\"text-content\">\n<p class=\"style-info\"><strong>A voucher is a system used by some accountancy departments to document the internal process the payment had gone through.<\/strong><\/p>\n<p><strong><br \/>\n<\/strong><strong><\/strong><strong>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.&nbsp;<\/strong><\/p>\n<\/div>\n<\/section>\n<section id=\"store-in-paid-voucherinvoice-file\">\n<h2>Store in paid voucher\/invoice file<\/h2>\n<div class=\"text-content\">\n<p class=\"style-success\"><strong>Store your completed documents along with their accompanying voucher in your paid voucher\/invoice file.&nbsp;You can do this digitally or in paper form.&nbsp;<\/strong><\/p>\n<p class=\"style-warning\"><strong>\u26a1\ufe0f You can automate this step by setting up an <a href=\"https:\/\/www.process.st\/help\/kb\/integrations\/\" rel=\"nofollow noopener\" target=\"_blank\">integration<\/a> with your accounting software, such as <a href=\"https:\/\/zapier.com\/apps\/quickbooks\/integrations\/process-street\" rel=\"nofollow noopener\" target=\"_blank\">QuickBooks<\/a> or <a href=\"https:\/\/zapier.com\/apps\/xero\/integrations\/process-street\" rel=\"nofollow noopener\" target=\"_blank\">Xero<\/a>.&nbsp;<\/strong><\/p>\n<\/div>\n<div class=\"text-content\">\n<p class=\"style-success\"><strong><a href=\"https:\/\/emojipedia.org\/information\/\" rel=\"nofollow noopener\" target=\"_blank\">\u2139\ufe0f<\/a> Need support getting your processes set up? Click the help button \u2198\ufe0f or <a href=\"http:\/\/calendly.com\/process-street-cs\/process-street-process-pro\" rel=\"nofollow noopener\" target=\"_blank\">book a time to talk<\/a> with one of our Process Pros.<\/strong><\/p>\n<\/div>\n<\/section>\n","protected":false},"excerpt":{"rendered":"<p>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.&nbsp; \u2b06\ufe0f When you edit a workflow, you can assign tasks to other users, give them a deadline to be completed by, pause the workflow [&hellip;]<\/p>\n","protected":false},"author":3,"featured_media":28006,"comment_status":"closed","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"ep_exclude_from_search":false,"cover_icon_emoji":"","cover_icon_url":"","tasks_count":"20","template_description":"This workflow example helps you manage purchase orders and accounts payable.\n1) Click Run to see it in action\n2) Click Edit to customize it\n3) Set up integrations\/Automations\n\nVisit our Knowledge Base for guidance https:\/\/www.process.st\/help\/","template_id":"r3jgbhYnv5VYUUtYwBtMog","task_0":"Purchase order:","task_slug_0":"purchase-order","task_1":"Enter Purchase Order detail","task_slug_1":"enter-purchase-order-detail","task_2":"Send to the 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