ap questionaire

8/11/2019 AP Questionaire

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ACCOUNTS PAYABLE

QUESTIONNAIRE

REVISION:DATE:

Consultant Name:

Client Name:

Particiatin! Users:

Aro"e# $%:


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Question Ans&er CommentsAction item'(ollo&u'Resonsi$ilit%

)ENERAL

1. Describe the features that you likeand dislike in your current financialsystem.

2. What benefits would you like torealize from the implementation ofyour new financial system?

3. What data, if any, is maintained inhardcopy form? Describe theprocess of accumulating and storingthe data.

. Describe any audit re!uirements foryour data.

". #re any internal statistics generated

or maintained? $f yes, how?%. Do you ha&e any 'D$ re!uirements?

$f yes, e(plain.

). Do you ha&e any webre!uirements? $f yes, e(plain.

*. +ow many years of history do youwant to store?

. Do you currently purgetransactions?

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INVOICES

1. Do you re!uire batch control tomanage in&oice entry?

2. Who enters in&oices and how often?

3. Do you recei&e in&oices at a centrallocation?

. +ow many liability accounts do youuse?

". /an you identify any fre!uently usede(pense distributions within yourcurrent system? $f yes, are thesefor fi(ed or &ariable amounts?

%. $s there a re!uirement to match

in&oices to related purchase orders?$f yes, what are your tolerances?

). Will some in&oices ne&er ha&epurchase orders?

*. Would you like to appro&e yourin&oices online or by batch?

. What is your internal appro&alprocess for an in&oice?

1-. Do you e&er place in&oices on hold?$f yes, how do you manage theholds and release them?

11. Do you allow posting in&oices backto prior periods?

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PAY*ENTS

1. Do you plan on reporting ta(payments? 0se ta(

2. +ow do you record ta(es within the4?

3. What disbursement 0documenttypes are currently processedthrough payables?

. +ow are your current paymentterms structured? #ny discounts?

". #re due dates based on a specificday of the month or on a specificnumber of days from the termsdate?

%. +ow many different sites issuechecks?

). #re you planning on using '56 orwire transfers?

*. $s there a re!uirement to processany of the following payments7 1automatic8 2 manual8 3 partial8 prepayments or " recurring?

. Do you e&er process &endorad&ances? $f yes, how are anyad&ances reconciled?

1-. Do you prioritize your payments inany way? $f yes, describe theprocess.

11. Describe your current paymentcycle.

12. Do payments ha&e to be appro&edbefore checks are generated?

13. Do you ha&e a minimum orma(imum payment amount percheck and9or run?

1. ro&ide a copy of any checklayouts.

15. #re check numbers preprinted orsystem generated?

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1%. Do you produce remittancead&ices? $f yes, at what point in thepayment cycle?

1). $s there any special se!uencing ofchecks when printing?

1*. $s there a dedicated printer forchecks? $f yes, what type?

1. $s there a re!uirement to group&endors for payment purposes? $fyes, identify the &endors.

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SECURITY'*ULTI+OR)

1. Do you ha&e more than one

organization? $f yes, do you ha&eany re!uirements for thesegregation of, or access to, datafrom the different organizations?

2. Do you ha&e security re!uirementson whom can enter data foraccounts payable and9or runreports?

3. Do you need terminal security foraccounts payable?

. Do you run security reports on aregular basis for accounts payable?

". Do you ha&e documentation on yourcurrent system securityre!uirements for accounts payable?

%. :ap each user to a menu structure.Will any new ones need to becreated for accounts payable?

). Do you ha&e security re!uirementson !ueries?

*. Do you ha&e screen le&el, field le&el,or key &alue security re!uirements?

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