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Sorting Mail. Route to the appropriate person or section of A/P. Is it Inter-department mail?. Mail received. Throw away junk mail. yes. no. Sort out groups of 5 or more of the same vendor to speed the process. Sort into the groups A-F, G-N, O-Z. Each team is

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Presentation Transcript
Sorting mail
Sorting Mail

Route to the appropriate

person or section of

A/P

Is it Inter-department

mail?

Mail received

Throw away junk

mail

yes

no

Sort out groups of 5 or more

of the same vendor

to speed the process

Sort into the groups A-F,

G-N, O-Z. Each team is

assigned a letter group.

Start opening

mail process


Opening mail
Opening Mail

Is the invoice being

returned with a

form one letter?

Expedite to

auditors

Is the date over 35

days past due?

Copy the

invoice

if needed

Correct the date

in previous

audit box

Staple copy

to back

Open mail

yes

Forward to

Vendor Relations

yes

no

no

‘Special’ invoices include invoices for animals, hay, gas, alfalfa, milk, and alcohol

Is there a

PO?

Is it a vendor

statement ?

no

yes

Forward to

Vendor Relations

yes

no

Is it a check?

Highlight

PO

Place form

one in

auditing section

yes

Forward to

Cash Management

with envelope

no

Is the PO

incorrect?

yes

Stamp invoice

with audit

box

Type form

one letter

Staple form

one on top

of invoice

Is it a vendor

address change?

yes

Forward to

Purchasing

no

Is at least 10

dollars saved or

is the invoice ‘special’?

no

Check and

highlight

terms

yes

Copy invoice

if needed

Stamp invoice

with audit

box

Was invoice paid

by credit card? Is the

total zero?

Was invoice paid

by credit card? Is the

total zero?

yes

Throw invoice

away

no

Expedite to

auditors

Stamp invoice

with ‘Special

Handling’ stamp

Was an invoice

copy sent?

no

no

Copy the

original

Is it a returned

form other than a

form one?

yes

Forward to

Vendor Relations

yes

no

Was extra

detail sent?

Staple copy to

back of

original

Stamp original

with audit

box

yes

Stamp original

with ‘Detailed

Attached’ stamp

Note: If the invoice is more than one page, the last

page is stapled on top of the others and then stamped

with an audit box. The PO and terms must be on the

final page and highlighted as well. Copies and originals

are first stapled separately and then stapled together

no

Start

alphabetizing

process

Count the

invoice

Staple detail to

back of original,

then staple copy


Alphabetizing
Alphabetizing

Are there

multiple invoices with

the same vendor?

Alphabetize

by

vendor

Sort those

invoices by

purchase order

Begin

yes

no

Bind each letter

of the alphabet

together

Bind each section

of letters

together in a

group

Attach sheet with team

& date the group

is supposed to be put

on the AP Audit shelf

Put group on

AP Audit

shelf


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