OPERATING RECORDS
Bring supplier documents and payment records into a controlled routine.
Supplier information moves through purchasing, receipt, approval and accounting. We help organise the agreed payables records so invoices, credits and payments can be traced through that process. The engagement defines what we prepare, what your team confirms and who retains authority to release funds.
Capture the relevant evidence
The work may include organising supplier invoices, identifying duplicates and recording approved transactions. Where your process uses purchase orders or delivery records, we agree how those documents support review. Missing evidence or a disagreement about goods and services is referred to an authorised contact rather than resolved by assumption.
Maintain a clear outstanding position
Supplier statements and ledger balances can be compared within the scope. Unmatched payments, credits and disputed amounts are recorded for follow-up. An outstanding-balance schedule is presented with its date and limitations so it is not mistaken for an approved payment instruction. Supplier bank changes require a separately controlled verification process.
Preserve approval responsibilities
We can help prepare accounting information for your payment workflow, but approval and bank release remain with the authorised people unless a specific lawful arrangement states otherwise. Completed payments should be reflected in the records and reconciled as agreed. Procurement decisions, contract negotiations and tax treatment are not automatically included.
Common questions
Can you work without access to our bank account?
Often the agreed records and statements are sufficient. Access should be limited to what the task genuinely requires, with no sharing of passwords or payment credentials.