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Early Payment Discount Template by djt14765

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Early Payment Discount Template document sample

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									Using the Invoice Tracking Workbook template
                      When you need to analyze disputed-invoice data, you can use the Invoice Tracking Workbook,
                      with the Disputed Invoice Management System, built on Microsoft Windows SharePoint Services
                      3.0 from Work Essentials. After using the Disputed Invoice Management System for a while,
                      you’ll have a better understanding of the template’s tracking capabilities. You’ll see all your
outstanding invoices, how many are past due, invoices that have been assigned to A/P associates, and if you need
to re-assign invoices to those who have fewer invoices to resolve.

This template contains two worksheets with sample data:

        Disputed Invoice Detail
        Disputed Invoice Summary


DISPUTED INVOICE DETAIL WORKSHEET
This worksheet contains sample disputed-invoice data from a fictional company, including the following input and
calculation fields:

        Invoice No Invoice number assigned by the vendor. An invoice may have multiple line items, and if there
         is more than one issue per invoice, each line item can be listed separately.
        Invoice Date The date the invoice was generated
        Invoice Received Date Date the invoice was received by the company
        Invoice Total The line-item amount (this equals the invoice amount if there is one line item)
        Quantity on Invoice If it is a multi-line invoice, this is the amount for the line in dispute
        Price on Invoice If it is a multi-line invoice, this is the amount for the line in dispute
        EPD % The percent of discount if the invoice is paid by the discount period-end (10 days in this example)
        EPD Days Remaining The days remaining in which the discount is valid
        EPD Amount The early-payment discount total
        Invoice Age Age of the invoice line item calculated by the invoice date, minus the discount period
        Vendor No The number assigned to a vetted vendor, by the company
        Vendor Name Name of vendor
        Key Vendor Indicates vendor rank
        Purchase Order No PO number, issued by the company, on the vendor invoice
        Line Item Description Brief description of the PO line-item’s goods or services
        Quantity on PO Agreed-upon quantity ordered with the PO
        Price on PO Agreed-upon unit price on the PO
        Quantity Received Quantity received by the company
        $ Variance on PO Price variance difference in PO unit price, and invoice unit price, times the PO
         quantity
        $ Variance on Received Quantity variance difference in quantity invoiced. less quantity received,
         multiplied by the PO price
        Total Disputed Amount Amount disputed by the A/P department. Not all these amounts are calculated.
         For instance, the duplicate invoice amounts are typed into this field.
        Reasons for Dispute #1, #2, and #3 Short description of why the invoice is disputed; reasons are
         manually selected and include
            Price variance
            Quantity variance
            No PO
            Quality problem
            Duplicate invoice
        AP Person Assigned Name of A/P person assigned to the invoice


DISPUTED INVOICE SUMMARY WORKSHEET
This worksheet contains metric information, calculates variances, and there is a field in which to type a possible
variance explanation. As an example, the month of January is calculated based on the data in the Disputed Invoice
Detail worksheet. The data input for December is illustrative of how it’s possible to analyze trends across several
months. This worksheet consists of six separate tables with associated charts.


Tables

Disputed Analysis Metrics

        Number of unique disputed invoices Invoices are identified by invoice number
        Number of disputed invoice line items All line items are counted. This number must be greater than, or
         equal to, the number in the first row
        Total disputed invoice amount ($) A calculation of the invoiced amount, for the line items within the
         time period
        Number of vendors with disputed invoices The vendors with disputed invoices for that time period
        Amount of EPD at risk This relates to invoices fewer than 30 days old. However, because it is an
         important number, it should appear on the summary report

Each of these areas appears as a row. The columns contain an aging analysis by using standard A/P aging
categories, namely fewer than 30 days, 30–60 days, 61–90 days, and more than 90 days. All this data is derived
from the Disputed Invoice Detail worksheet. The Number of Disputed Invoices by A/P Associate field is a similar
analysis to vendors, except by using the A/P Associate responsible as the unique value.
Reasons for Disputed Items (by Number)

This table identifies the possible reasons that an invoice is disputed, and classifies them by age. The result is
presented as the total of line-item invoices.

The categories that should be used are:

        Quantity
        Price
        PO never created
        Missing terms
        Different terms
        Duplicate invoice
        PO already invoiced
        PO never issued
        Other

Reasons for Disputed Invoices (by Dollar Amount)

This table identifies the possible reasons that an invoice is disputed, and classifies them by age. The result is
presented as the total invoiced value.

Number of Disputed Invoices (by AP Associate Assigned)

This table shows disputed invoices in each age category (fewer than 30 days, 30–60 days, 61–90 days, and more
than 90 days) per A/P Associate assigned. Each A/P associate assigned appears on a separate row, with a sum in
each age category, the sum of which appears in the Total column. This table refreshes and updates when names
are added to the AP Person Assigned column on the Disputed Invoice Detail worksheet.

Number of Disputed Invoices (by Purchaser/Buyer)

This table contains disputed invoices in each age category (fewer than 30 days, 30–60 days, 61–90 days, and more
than 90 days) per buyer. Each buyer appears in a separate row, with a sum in each age category, the sum of which
appears in the Total column. This table refreshes and updates when names are added to the Buyer column on the
Disputed Invoice Detail worksheet.

Number of Disputed Invoices (by Vendor)

This table has the disputed invoices in each age category (fewer than 30 days, 30–60 days, 61–90 days, and more
than 90 days) per vendor. Each vendor appears in a separate row, with a sum in each age category, the sum of
which appears in the Total column. This table refreshes and updates when vendors are added to the Disputed
Invoice Detail worksheet.


Charts
Disputed Analysis Metrics

This chart displays the metrics from the Disputed Analysis Metrics table as a bar graph PivotChart that updates and
refreshes based on changes to that table.

Reasons for Disputed Items (by Number)

Here you’ll find the metrics from the Reasons for Disputed Items (by Number) table as a bar graph PivotChart that
updates and refreshes based on changes to that table.

Reasons for Disputed Items (by Dollar Amount)

This chart has the metrics from the Reasons for Disputed Items (by Dollar Amount) table as a pie chart PivotChart
that updates and refreshes based on changes to that table.

Number of Disputed Invoices (by AP Person Assigned)

This chart shows the metrics from the Number of Disputed Invoices (by AP Person Assigned) table as a bar graph
PivotChart that updates and refreshes based on changes to that table.

Number of Disputed Invoices (by Purchaser/Buyer)

On this chart you’ll see the metrics from the Number of Disputed Invoices (by Purchaser/Buyer) table as a bar
graph PivotChart that updates and refreshes based on changes to that table.

Number of Disputed Invoices (by Vendor)

This chart displays the metrics from the Number of Disputed Invoices (by Vendor) table as a bar graph PivotChart
that updates and refreshes based on changes to that table.

								
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