How To Build An Effective Accounts Payable Process

The accounts payable process and its management is an essential part of the operation process of a business entity. For the accounting records to be accurate and complete, the payments must be effectively accounted for. This involves the preparation and processing of the payment slip, paying off of receivables, and the payment to suppliers.

These payment transactions have to be documented in the proper order, which includes the amount due for each transaction, the time taken to process the transactions, the reason for not receiving the funds, and the method by which the funds were received and deposited. This will help the concerned officer to know whether the payment they’re planning to make is adequate.

To help you implement a good system for your business, be guided by the following key tips:

  1. Be Very Particular About Payment Slips

Payment slips are important documents that are required to properly calculate the balance between the cash on hand and the total amount owed. They help a concerned officer to know the amount due for the following months. It’s also important that these slips are updated on a regular basis.

In addition, payment slips also play a significant role when collecting payments. They help the concerned officer to determine the accuracy and frequency of payments received. The payment process may also include collecting the payments from a group of customers. This could be done by means of the use of invoices, checks, or electronic fund transfer. The sum that’s paid as a result of the transactions is also calculated in the same way. When there’s an error in the calculation, it can lead to inaccurate calculations of the future payments as well.

The accounting system used for the accounts payable process should also include the payment of tax since the tax owed can be a significant factor. It may influence the amount and source of income.

  1. Incorporate The Tax Payments In Your Accounts

A business owner needs to ensure that they don’t overpay their taxes because they may be held liable for excessive penalties or interest charges if they’re found guilty of this offense. 

These account details can help the concerned individual to ensure that they’re not liable for excessive penalties or interest charges when their taxes are overdue.

  1. Incorporate Any Changes Directly When They’re Made

When the accounting records for accounts payable processes are made, it’s important to be meticulous. When the necessary changes have been made in the information, they should be noted and must be automatically updated. That way, you can stay on top of your bills and pay them on time.

The necessary changes include the introduction of new customers into an organization. They also need to be noted in relation to the change in the payment methods.

Also, the payment needs to be recorded to see how much was received in a particular month and how much was paid out in a later month. This is very important as the total amount due will be calculated and it’ll be easy to see whether the payments are adequate.

  1. Go Through Regular Review

To check whether the payment records are accurate and whether the payments are correct, the records must be reviewed at least once a year.

The records should include all correspondence with the customer. They should also include any disputes that were brought to the attention of the concerned officer and what measures were taken to resolve them.

A records review is usually a part of the accounts payable procedure, which is necessary because of the legal aspect of the procedure. The law is very complicated and it requires a lot of expertise to review the books. Any discrepancies can be brought before the court. Thus, by reviewing your records, you’ll be able to avoid any fines or penalties.

The officers involved also have to pay attention to the details of the payments. This is because when an error occurs, it’s now difficult to correct the payments that have been made.

  1. Simplify The Entire Accounts Payable Process

For any process to be effective, there’s no need to complicate your business processes; the simpler the process, the better. That way, it’s easier for anyone, even the new ones, to understand your system.

Here are tips to help you simplify your accounts payable process:

  • Reduce the number of check runs to at most two per month;
  • Implement the cash disbursement ceilings for each check run so your team can choose the most important invoices that need to be paid;
  • Have invoice backup ready at all times.


Regardless of the size of your business, it’s important to go through a proper accounts payable system. This is an essential part of your business that needs to be accurate. Otherwise, you may find it difficult to balance your accounting sheets. 

Paying bills will always be a part of business, so you can’t take any chances with making it wrong. The tips above can guide you.

Share this post:

Leave a Comment