Entities Acitvities

AP CLERK 1 stamp each invoice with the date receipt

Computer 2 obtain vendor number from the vendor master file

AP clerk 3 record the vendor number on this invoice

4 manually check each invoice to ensure accuracy
5 group invoices into batch invoices, dollar totaled and given a batch number
6 input the batch number, batch total and batch of invoices

Computer 7 notifies the clerk of the status of the batch

AP clerk 8 reconciles the differences

Computer 9 accepts a completed batch

10 updates the daily transaction file

AP clerk 11 enters the batch number

12 enters batch totals into batch log
13 files the batches in a holding file

Computer 14 update the accounts payable master file

using vendor master file and daily transaction files
15 prints the "list of batch voucher records",
"batch audit trail register" and "invoice distribution by branch report"

AP clerk 16 check each batch entered the day before against "batch audit trail register"
17 enters corrected invoices
18 file the corrected invoices into invoice ticker file

Computer 19 Scan the A/P master file

20 updates the A/P master file and check register file
21 prints the checks

AP clerk 22 seperates the original checks from the copies

23 give the originals to the A/P manager

AP manager 24 signs the checks

AP clerk 25 matching the check copies with the invoices in the invoice tickler file
26 send the matched copies checks and invoice to the A/P manager

AP manager 27 matches the checks originals and copies

28 places correct checks into envelopes
29 send them to the mailroom
30 destroys erroneuos checks and makes appropriate corrections
31 send the invoices and attached copies of the checks to A/P clerk

AP clerk 32 file the invoices and copies of the checks into closed invoice file
Invoices,
Purchase orders,
packing slips
Entities Acitvities Process

AP CLERK 1 stamp each invoice with the date receipt

Computer 2 obtain vendor number from the vendor master file 1.0
AP clerk 3 record the vendor number on this invoice Obtain Invoice
4 manually check each invoice to ensure accuracy

AP clerk 5 group invoices into batch invoices, dollar totaled and given a batch number
6 input the batch number, batch total and batch of invoices
Computer 7 notifies the clerk of the status of the batch
AP clerk 8 reconciles the differences
Computer 9 accepts a completed batch 2.0
10 updates the daily transaction file Record Invoice
AP clerk 11 enters the batch number
12 enters batch totals into batch log
13 files the batches in a holding file

Computer 14 update the accounts payable master file

using vendor master file and daily transaction files
15 prints the "list of batch voucher records", "batch audit trail register"
and "invoice distribution by branch report" 3.0
AP clerk 16 check each batch entered the day before against "batch audit trail register" Update A/P
17 enters corrected invoices
18 file the corrected invoices into invoice ticker file

Computer 19 Scan the A/P master file

20 updates the A/P master file and check register file
21 prints the checks 4.0
AP clerk 22 seperates the original checks from the copies Prepare Checks
23 give the originals to the A/P manager
AP clerk 25 matching the check copies with the invoices in the invoice tickler file

AP manager 24 signs the checks

AP manager 27 matches the checks originals and copies 5.0
28 places correct checks into envelopes Approve Payments
AP clerk 32 file the invoices and copies of the checks into closed invoice file

Data Flow
4 manually check each invoice to ensure accuracy
26 send the matched copies checks and invoice to the A/P manager
29 send them to the mailroom
30 destroys erroneuos checks and makes appropriate corrections
31 send the invoices and attached copies of the checks to A/P clerk
 Invoices

Invoices Package

Vendor Master File

Batch Log File Batch Hold File

4.0 Prepare Checks

Daily Transaction File

Invoice Tickler File

A/P Master file

Closed Invoice File

Check Register File