SOP Template KitAccounts Payable Invoice Processing SOP
Record every supplier invoice accurately and on time, and pay only for goods and services that were ordered and received.
The full Accounts Payable Invoice Processing SOP (all 9 steps, 4 controls, records and measures) is one of 36 editable Word SOPs in the SOP Template Kit: $79.
| Document no. | FIN-01 | Department | Finance |
1. Purpose
Record every supplier invoice accurately and on time, and pay only for goods and services that were ordered and received.
2. Scope
All supplier invoices received by [Company], paper or electronic, in any currency. Excludes employee expenses (FIN-05).
3. Roles and responsibilities
| Role | Responsibility |
|---|---|
| AP Clerk | Receives, checks and posts invoices; resolves exceptions. |
| Budget Holder | Approves non-PO invoices and resolves disputes in their area. |
| AP Supervisor | Reviews exceptions, aged invoices and duplicate checks weekly. |
4. Procedure
| Step | Who | What to do |
|---|---|---|
| 1 | AP Clerk | Receive invoices only through the AP inbox [ap@company.com] or the supplier portal; forward any invoice sent elsewhere to the inbox the same day. |
| 2 | AP Clerk | Log the invoice on the day received: supplier, invoice number, date, amount, currency, PO number. |
| 3 | AP Clerk | Check the supplier exists and is active in the vendor master; if not, stop and follow Supplier Onboarding (PRO-02). |
| + 6 more steps, 4 controls, 3 records and 4 measures in the full SOP. | ||