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Before kickoff · Haverlund Food Distributors

Invoice matching: every question

For Marit, AP lead. About 11 minutes online, due Fri Nov 20. Kickoff is Mon Nov 23 at 10:00 AM.

1. How you work today for your version, wk Dec 7

What we heard on our call on Nov 6, about how your team matches invoices today. Correct anything that's changed. Confirm each line, or write what's different.

  1. You get about 1,400 supplier invoices a month. (Our call on Nov 6)
  2. Vendors send their invoices to one AP inbox. (Our call on Nov 6)

2. Who's involved for deep dives, wk Nov 30

At the deep dives we meet the people who do this work, each for about 45 minutes. Confirm each line, or write what's different.

  • Owns it: Marit Elstad, AP lead. Approves: Ingrid Vasskog, controller. Decides: Ingrid Vasskog, controller.
  • Also: AP clerk (name to come), joins the deep dives.
  • Also: Warehouse lead (name to come), joins the deep dives.
  • Also: CFO (name to come), not at the deep dives.

    3. How it decides for your version, wk Dec 7

    Who approves a price difference, and up to how much. Confirm each line, or write what's different.

    • Up to $50: goes ahead without asking.
    • $50 to $5,000: your controller.
    • Over $5,000: your CFO.
    • Only the person at that level signs.

      4. Rules and exceptions for your version, wk Dec 7

      What your version does with the invoices that aren't simple. Confirm each line, or write what's different.

      1. Receipts are entered in NetSuite the day goods arrive. (What we assumed)
      2. Freight and shipping of up to $150 on one invoice goes through without asking. (What most teams do)
      3. When an invoice bills a different quantity than you received, what happens?
      4. Which vendors never send a PO? (usually your controller)

      5. Your files for build and test, Dec 14 to Jan 22

      Your written rules and a few past examples, so we build and test on your real work. Send them as they are; our NDA covers them.

      1. Your AP policy, if it's written down. (usually your controller)
      2. Your last 50 supplier invoices, as you received them, each marked with how it ended.
      3. An export of open and recent POs, from the last 3 months.
      4. Two or three invoices from your hardest vendors. (usually your AP clerk)