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ScanWatcher User Survey Results – Reasons to view an AP Invoice

July 04, 2012

Author: Andrew Storm

The following are the results of a survey conducted with some of our ScanWatcher customers throughout New Zealand, Australia, SE Asia and Europe.

Reasons to view an Accounts Payable invoice

• Managers can access invoices straight from the finance system’s enquiry screens.
• Routing electronically for approval and coding.
• Internal and External Audit can access invoices without having to visit the sites.
• Invoices can be easily retrieved and sent to Government funding bodies upon request.
• Supplier queries can be answered easily by anyone who has access to AP enquiries.
• Ensure that correct account has been debited as original coding is written on the invoice (our AP goes to bureau who does the data entry and they can mis-enter what was written on the invoice).
• Copy of the invoice needed to return goods.
• Find supplier’s contact details like phone number as we want to get in touch with them again.
• Want to reorder from the same supplier and need to know product code(s).
• Prove invoice has been paid by checking invoice number etc when supplier questions payment.
• Check date invoice was received as it is stamped on the invoice.
• Check payment terms on invoice.
• Check GST compliance of invoice if questioned.
• Check subsequent invoices don’t include items already paid for.
• Auditors wanting to check transactions.
• To verify it is from the right supplier.
• To verify it is for right amount for right goods (like the details of items purchased, GST amount, discounts etc.).
• To verify that the invoice is addressed to the right person.
• We need to have this image as Finance cannot assume the correct goods/service are received at the staff end.

Link the scanned image of your Accounts Payable Invoices directly into your Accounting System using ScanWatcher. Please contact us for a no obligation consultation.

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