Resolving Common Accounts Payable Issues: Practical Solutions for Improvement

Resolving Common Accounts Payable Issues: Practical Solutions for Improvement

Accounting payable refers to the amount that is required to be paid in the supply of goods and services to the suppliers on a credit basis. Businesses need to be clear with their accounting payable required sheets to run business smoothly and hassle-free. It is crucial in every aspect; if any transactions regarding accounts payable go wrong in this procedure, there is fine possibility of business being in jeopardy.

Let's understand with an example: suppose any business owner has ordered goods, and upon receiving those goods, the vendor has charged the business more than the agreed amount. To recheck bills, the business owner searched for corresponding purchase orders but did not find any. It simply states that one of the accounts' employees failed to issue purchase orders because getting them approved is time-consuming. No business owner wants to miss out on cheap deals while purchasing and receiving orders. So now, as a result, a dilemma has been formed: Should the business owner seal the deal by accounting payable or decline the order? One small mistake can cause tons of losses in a single decision. So, Business owners can mess up their accounts payable system relationship with vendors, too. 

Businesses or business owners often fail because they fail to maintain and follow the prompt manner of accounts payable. It significantly impacts one's business's cash flow. Streamlining the accounts payable process helps business owners maintain good and healthy relationships with vendors, suppliers, or producers, which can work to business owners' advantage. It would be best if you read this article to fetch the latest information related to accounts payable and showcase the perfect workflow for accounts payable. Fulfilling every practical-based mistake committed and ways to curb them with practical improvement solutions.

Common Accounts Payable Issues

Here are some challenges and issues that need to be understood and suggested ways to fight common accounts payable issues.

Manual Data Entry

One of the prevalent methods in the accounts payable process involves entering the data of the vendor invoice, getting it approved, and then completing the payment. There are higher chances of increased errors if manual data entry is involved in each step. Such manual data entry errors can lead to incorrect calculations, further incorrect payments, and finally, to rippling inconvenient effects on business run-through. To rectify them, check your finances spreadsheets manually until an error is found. Eventually, it is a waste of time.

Managing Vendor Invoices

In times when business owners are surrounded by tons of purchase transactions and income invoices from suppliers or vendors, it is pretty easy to lose track of those invoices. If you somehow lost track of the misplaced invoices, you can talk to suppliers or vendors to reinstate the order details. However, this works only if you notice lost invoices. Losing vendor invoices or supplier bill data can cause havoc when a supplier comes up with a demand and wants immediate payment. This can reflect a poor relationship between sender and receiver and a hard impact on business operations.

Missing Purchase Vendors

Generating purchase orders is important as it helps track what items have been ordered and in what amount. Secondly, It helps to avoid duplication of order bills and unauthorized purchases, the amount which has already been set between the business owner and supplier. Many business owners and seekers skip this important part of accounts management while creating purchase orders for accounts payable when the time comes to actual payment of consumed goods. Mostly, it is a manual process; owners seem to skip this part to save time.

Problems in Vendor Management

Vendor or supplier management is the base angle for a successful business run-through, and maintaining good ties with suppliers is none less than profitable. But if business owners lose vendors' trust through late payments or demand more time before payment, it leads to missing out on certain perks, short-term notice ordering, and flexible payment terms. If business owners start using manual processing, they might spend a lot of time on manual follow-up of transactions with vendors.

Slow and Inefficient Processing

Manually processing accounts payable is time-consuming, and if accountants execute the internal transaction process, it is inefficient, and the results are not profitable. Suppose a vendor invoice needs to be approved by a medium-sized company before the payment is processed. Approval needs to be shown by two or more staff members. Also, it can be time-consuming if they send the vendor invoice by hand or by email. By the time business owners paid the invoice, they lost an early bird discount or accrued a penalty for late payment. 

Sometimes, there stands a chance when unauthorized purchases are also shown if you haven't gone through the invoices, which is a clear example of an inefficient internal process. There should be a certain set of rules for purchases, such as what amount needs to be spent on purchases, it heavily depends on the person who authorizes the purchases because it can severely affect the business finances and leads to uncontrolled expenses.

Payment Errors

Payment errors often occur when consumers or business owners fail to send payment on time after expiry dates or if suppliers send a second invoice if the first is not completed. Or business owners can mistakenly end up paying for both invoices together. If a business owner operates its business from several locations, errors can significantly occur in vendor invoice payments. Sometimes, if vendors or suppliers want to earn through cheating, they end up showcasing duplicate bills for the same purchase. In that case, the accounting payable team needs to check their records for the same purchase. To cancel out a duplicate payment, instant checking of invoices is needed, and a refund process is initiated from the vendor if it is required, or money will be lost forever.

Maintaining manual records

Maintenance of manual records is a hectic and time-consuming process with high chances of errors. It involves the use of an incredible amount of paper for manual processing that adds up to 62% to the company's labour cost. Generally, two sets of purchase transaction documents are formed: one for business operators for official records of purchases and the other for vendor records as proof of purchase. As a firm's shoes grow, purchase transactions and a new set of documents also erupt. Now, problems will occur in storage costs and difficulty in tracking documents. If a business owner asks an employee to present an invoice from last month, can they do it quickly? Even if company record management is superfluous, storing, retrieving, and updating records is tedious. Paper records are not easy to maintain as they can easily be lost, destroyed, and manipulated.

Solutions for Account Payable Issues

Certainly! Here are practical solutions to improve common accounts payable issues:

Late Payments:

Solution: Implement automated payment systems or software to schedule and process payments on time. Negotiate extended payment terms with vendors and maintain a clear payment schedule.

Invoice Discrepancies:

Solution: Establish a standardized process for invoice verification. Communicate promptly with suppliers about discrepancies and resolve disputes efficiently to avoid payment delays.

Cash Flow Problems:

Solution: Optimize cash flow by negotiating better terms with suppliers, managing inventory levels effectively, and incentivizing early payments from customers. Consider alternative financing options if needed.

Poor Record-keeping:

Solution: Utilize accounting software for accurate record-keeping. Implement standardized documentation procedures and reconcile accounts regularly to avoid errors.

Inefficient Workflow:

Solution: Automate accounts payable processes where possible. Streamline approval workflows, adopt electronic invoicing and payment systems, and leverage technology to improve efficiency.

Lack of Communication:

Solution: Establish clear communication channels between departments involved in the accounts payable process. Maintain open communication with suppliers to address issues promptly and prevent misunderstandings.

Compliance and Regulatory Issues:

Solution: Stay updated on relevant regulations, establish internal controls to ensure compliance, conduct regular audits, and maintain accurate records to avoid penalties or legal issues.

Vendor Management:

Solution: Diversify the vendor base to reduce reliance on a single supplier. Regularly evaluate vendor performance, negotiate favourable terms, and build strong relationships with key suppliers to ensure reliability.

Wrapping Up

Effectively managing accounts payable is crucial for maintaining healthy supplier relationships, optimizing cash flow, and ensuring the financial stability of a business. Addressing common accounts payable issues requires a proactive approach, incorporating streamlined processes, robust communication, and leveraging technology to enhance efficiency and accuracy. By implementing practical solutions tailored to each issue, businesses can mitigate late payments, resolve discrepancies, improve cash flow, maintain compliance, and foster better vendor relationships.

Takeaway:

Automation is Key: Implement automated systems to streamline payment processes, reducing the risk of late payments and improving efficiency.

Clear Communication Matters: Establish and maintain clear communication channels with both internal teams and suppliers to promptly address issues and prevent misunderstandings.

Continuous Improvement: Regularly assess and refine accounts payable processes, leveraging technology and best practices to improve accuracy and efficiency.

Compliance is Non-negotiable: Stay updated on regulations and ensure compliance with internal and external standards to avoid penalties and legal issues.

Vendor Relationships: Diversify vendors, evaluate performance, and build strong relationships to secure better terms and reliable supply chains.

FAQ’s

How can I prevent late payments to vendors?

Implement automated payment systems, negotiate extended payment terms, and maintain a clear payment schedule to ensure timely payments.

What should I do if there are discrepancies in invoices from suppliers?

Establish a standardized process for invoice verification. Promptly communicate with suppliers about discrepancies and work to resolve disputes efficiently.

How can I improve cash flow related to accounts payable?

Optimize cash flow by negotiating better terms with suppliers, managing inventory levels effectively, and encouraging early payments from customers.

 

Contact Us for Outsourcing Payroll Services, Accounts Payable Services, Managed Accounting Services, Payroll Management, Account Reconciliation Services, Account Receivable Services and Cloud Based Accounting Services For Startups , ESOP Services in Delhi, Noida, Gurgaon, and all across India: write to us at accounts@especia.co.in. Or Call On :(+91)-9711021268 +91-9310165114

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