ACCOUNTS PAYABLE

QUESTIONNAIRE

REVISION:
DATE:
Consultant Name:
Client Name:
Particiatin! Users:
Aro"e# $%:
Question Ans&er Comments
Action item'(ollo&
u'Resonsi$ilit%
)ENERAL
1. Describe the features that you like
and dislike in your current financial
system.
2. What benefits would you like to
realize from the implementation of
your new financial system?
3. What data, if any, is maintained in
hardcopy form? Describe the
process of accumulating and storing
the data.
. Describe any audit re!uirements for
your 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 web
re!uirements? $f yes, e(plain.
*. +ow many years of history do you
want to store?
,. Do you currently purge
transactions?
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Question Ans&er Comments
Action item'(ollo&
u'Resonsi$ilit%
INVOICES
1. Do you re!uire batch control to
manage in&oice entry?
2. Who enters in&oices and how often?
3. Do you recei&e in&oices at a central
location?
. +ow many liability accounts do you
use?
". /an you identify any fre!uently used
e(pense distributions within your
current system? $f yes, are these
for 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&e
purchase orders?
*. Would you like to appro&e your
in&oices online or by batch?
,. What is your internal appro&al
process for an in&oice?
1-. Do you e&er place in&oices on hold?
$f yes, how do you manage the
holds and release them?
11. Do you allow posting in&oices back
to prior periods?
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Question Ans&er Comments
Action item'(ollo&
u'Resonsi$ilit%
PAY*ENTS
1. Do you plan on reporting ta(
payments? 01se ta(2
2. +ow do you record ta(es within the
34?
3. What disbursement 0document2
types are currently processed
through payables?
. +ow are your current payment
terms structured? #ny discounts?
". #re due dates based on a specific
day of the month or on a specific
number of days from the terms
date?
%. +ow many different sites issue
checks?
). #re you planning on using '56 or
wire transfers?
*. $s there a re!uirement to process
any of the following payments7 12
automatic8 22 manual8 32 partial8 2
prepayments or "2 recurring?
,. Do you e&er process &endor
ad&ances? $f yes, how are any
ad&ances reconciled?
1-. Do you prioritize your payments in
any way? $f yes, describe the
process.
11. Describe your current payment
cycle.
12. Do payments ha&e to be appro&ed
before checks are generated?
13. Do you ha&e a minimum or
ma(imum payment amount per
check and9or run?
1. .ro&ide a copy of any check
layouts.
15. #re check numbers preprinted or
system generated?
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1%. Do you produce remittance
ad&ices? $f yes, at what point in the
payment cycle?
1). $s there any special se!uencing of
checks when printing?
1*. $s there a dedicated printer for
checks? $f yes, what type?
1,. $s there a re!uirement to group
&endors for payment purposes? $f
yes, identify the &endors.
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Question Ans&er Comments
Action item'(ollo&
u'Resonsi$ilit%
SECURITY'*ULTI+OR)
1. Do you ha&e more than one
organization? $f yes, do you ha&e
any re!uirements for the
segregation of, or access to, data
from the different organizations?
2. Do you ha&e security re!uirements
on whom can enter data for
accounts payable and9or run
reports?
3. Do you need terminal security for
accounts payable?
. Do you run security reports on a
regular basis for accounts payable?
". Do you ha&e documentation on your
current system security
re!uirements for accounts payable?
%. :ap each user to a menu structure.
Will any new ones need to be
created for accounts payable?
). Do you ha&e security re!uirements
on !ueries?
*. Do you ha&e screen le&el, field le&el,
or key &alue security re!uirements?
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