POLICYANDPROCEDUREMANUAL

SOPNO:
ACCTGAP0025/15
DEPARTMENT: ACCOUNTINGSUBSECTION:ACCOUNTSPAYABLE
SUBJECT:
INVOICEPROCESSINGISSUEDATE:MAY1,2015

POLICY:Vendorinvoicesmustbeprocessedintimelyandaccuratelytoensurethatexpensesarerecorded
completelyintheproperperiodandforvalid,approvedpurchasesonly.

PROCEDURE:

1. Thehotelmayprocesspaymentsforvalid,approvedpurchasesonly.Invoicesmustbereviewedfor
accuracypriortobeingprocessed.Allinvoicesaretoberecordedandexpensedinthemonthitemis
receivedorservicesarerendered.

2. Invoicesshouldbedatestampeduponreceipt.Theinvoiceshouldonlybeprocessedwhenthe
followingarepresent:
a. OriginalInvoice(notastatement).
b. Forcheckrequests,properapproval.
c. Proofofreceipt(Deliveryticket,billoflading,packingslip).Ifnoproofofdeliveryexists,the
departmentheadshouldsigntheinvoicewithawrittennotationreceived.
d. Signed/approvedpurchaseorder.Ifnopurchaseorderexists,thepurchaseorderdoesnot
containappropriateapproval,orifthereisamaterialvariancebetweentheinvoiceandthe
purchaseorder,theGeneralManagerandControllermustsigntheinvoice.Theproper
proceduresforcompletionorpurchaseordersshouldbereinforcedtominimizethe
occurrenceofsuchexceptions.
e. AppropriateAccountCoding.Theorderingdepartmentisresponsibleforcodingexpenses
totheappropriateexpenseaccountinthePurchaseOrderorInvoice.
f. Visiblenotationthatitems,pricesandquantitieshavebeenverifiedagainstthereceiving
reportand/orpurchaseorder.

3. Twiceaweek,thePropertyAccountsPayabledesigneewillpostaninvoicebatchtotheAccounts
PayableSystem.TheAPdesigneewillperformthefollowingreviewpriortopostingthebatch:
a. ReviewofthecodingbythedepartmentheadbasedontheUSALI11thEditionanddocument
anychangenecessarytocodingontheinvoice.
b. Localtaxregulationsregardingsalesandusetaxmustbeverifiedandfollowed.
c. UseInvoiceNumberingGuidelines(attached)
d. ScaninvoicesandappropriatebackupintotheAccountsPayableSystem.

4. Uponcompletionofthedataentryanddocumentimaging,thePropertyAccountsPayabledesignee
willthennotifyhisdesignatedCorporateStaffAccountantthatanAPbatchisreadyforposting.The
CorporateStaffAccountantwillreviewthebatchforaccuracythenposttotheAccountsPayable
System.
5. VendorStatementsshouldbereconciledmonthlybytheCorporateStaffAccountantwiththe
accountspayablerecordstoresolvepastdueitemsandopencredits.