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Supplier Invoice check list

1. Invoice Receipt

Verify receipt of the invoice from the supplier.

Ensure the invoice is in the correct format and contains all necessary details.

Certainly! Here are some additional steps that could be included in the "1. Invoice Receipt" section of the New Supplier Invoice checklist

Confirm the invoice is received within the agreed-upon timeline

Check for any discrepancies between the invoice and previous communications or agreements

Record the date of receipt for tracking purposes

Assign a unique invoice number or reference code for internal tracking

Ensure the invoice is addressed to the correct department or individual

Verify that the supplier's contact information is current and accurate

Check that the invoice includes any required purchase order numbers or references

Look for any additional documentation that may need to accompany the invoice (e.g., delivery notes, contracts)

Assess if the invoice requires any immediate follow-up or clarification with the supplier

Store the invoice in a designated electronic or physical location for easy access

2. Invoice Verification

Check the invoice number for uniqueness and correctness.

Confirm the date of the invoice is valid and within the correct billing period.

Validate the supplier's details (name, address, contact information).

3. Purchase Order Matching

Match the invoice with the corresponding purchase order (PO).

Verify that the PO number on the invoice is accurate.

Ensure the quantities and descriptions match those on the PO.

4. Pricing Verification

Confirm that the prices charged on the invoice match the agreed-upon prices in the PO.

Check for any discounts or special terms applied as per the agreement.

5. Receiving Report Validation

Compare the invoice with the receiving report to ensure that the goods/services were received satisfactorily.

Verify that the quantities received match those listed on the invoice.

6. Approval Process

Route the invoice to the appropriate department for approval.

Ensure all required approvals are obtained before processing for payment.

7. Payment Processing

Confirm the payment terms and schedule.

Process the invoice for payment in accordance with the organization’s financial policies.

8. Record Keeping

Archive the invoice with all relevant documentation (PO, receiving report, approval).

Maintain a record of payment made for future reference and audits.

9. Reconciliation

Regularly reconcile supplier statements against the organization's records.

Address any discrepancies with the supplier promptly.

10. Supplier Communication

Communicate with the supplier regarding any issues or discrepancies found during the invoice check.

Ensure timely follow-up on any outstanding invoices or queries.

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