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Ask the Expert

Profit Solutions Network has your answers.

William E. Sheridan, III - VP Operations

You have questions.  We have answers.  Bill Sheridan has over twenty-five years of experience in complex financial environments. Today, as Profit Solutions Network's VP of Operations, he has hands on experience in the systems and processes that are effective in preventing and detecting errors in the procure-to-pay cycle. He has experience with Oracle, SAP, JD Edwards and virtually all large ERP systems. You can e-mail Bill if you would like to ask a question on how to prevent errors and streamline processes in your procure-to-pay cycle.

Previously Asked Questions

How do most duplicate payments occur?

 

Although the types of duplicate payments vary greatly among firms, there are several common elements involved.

  • Payments made from faxed invoices increase the chance of duplicate payments. Often, the invoice number is not clear and clerical errors occur in the input stage. Therefore, the same invoice can be paid twice, using two different numbers.

 

  • Payments from statement billings that include amounts listed as past due also increase the chance of duplicates. The approval authority will often approve the entire bill for payment without knowing that the past due balance was recently paid.
  • The existence of multiple vendor master file records for the same vendor also increases the chance of duplicates. Multiple records can occur for many reasons, among them vendor acquisitions (HP and Compaq) and spin offs (HP and Agilent), and client acquisitions of businesses with common vendors. Often the vendor master files are merged without a complete review of the files.
  • If there are multiple payment centers or multiple payment systems, the chance for duplications increases.

 

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