Invoice routing: every question

1. How you work today for your version, wk Dec 14

What we heard on our call on Nov 10, about how invoices reach your books today. Correct anything that's changed. Confirm each line, or write what's different.

1. You get about 1,800 supplier invoices a month. (Our call on Nov 10)
2. Job cost invoices go to Aspire, and overhead to Acumatica. (Our call on Nov 10)
3. Every invoice is keyed in by hand today. (Our call on Nov 10)

2. Who's involved for deep dives, wk Dec 7

So we meet whoever codes invoices today, and whoever answers when one is unclear. Confirm each line, or write what's different.

• Owns it: Bram Okafor, AP lead. Approves: Mireille Ashby, controller. Decides: Mireille Ashby, controller.
• Also: AP clerk (name to come), joins the deep dives.
• Also: Branch manager (name to come), joins the deep dives.

3. How it sorts and codes for your version, wk Dec 14

So your agent tells job cost from overhead the way your team does, and knows who to ask. Confirm each line, or write what's different.

1. How do you tell a job cost invoice from overhead?
2. What should happen to a job cost invoice with no job number?
3. Each invoice is coded to the branch on its purchase order. (What we assumed)
4. Above what amount should an invoice get a second look before it's routed?

4. Your files for build and test, Jan 4 to Feb 5

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 coding guide, if it's written down. (usually your controller)
2. Thirty recent invoices, as they arrived, half job cost and half overhead.
3. An export of your vendors, with their usual account.