Sorting Mail

1. Sorting Mail Route to the appropriate person or section of A/P Is it Inter-department mail? Mail received Throw away junk mail yes no Sort out groups of 5 or more of the same vendor to speed the process Sort into the groups A-F, G-N, O-Z. Each team is assigned a letter group. Start opening mail process

2. Opening Mail Is the invoice being returned with a form one letter? Expedite to auditors Is the date over 35 days past due? Copy the invoice if needed Correct the date in previous audit box Staple copy to back Open mail yes Forward to Vendor Relations yes no no ‘Special’ invoices include invoices for animals, hay, gas, alfalfa, milk, and alcohol Is there a PO? Is it a vendor statement ? no yes Forward to Vendor Relations yes no Is it a check? Highlight PO Place form one in auditing section yes Forward to Cash Management with envelope no Is the PO incorrect? yes Stamp invoice with audit box Type form one letter Staple form one on top of invoice Is it a vendor address change? yes Forward to Purchasing no Is at least 10 dollars saved or is the invoice ‘special’? no Check and highlight terms yes Copy invoice if needed Stamp invoice with audit box Was invoice paid by credit card? Is the total zero? Was invoice paid by credit card? Is the total zero? yes Throw invoice away no Expedite to auditors Stamp invoice with ‘Special Handling’ stamp Was an invoice copy sent? no no Copy the original Is it a returned form other than a form one? yes Forward to Vendor Relations yes no Was extra detail sent? Staple copy to back of original Stamp original with audit box yes Stamp original with ‘Detailed Attached’ stamp Note: If the invoice is more than one page, the last page is stapled on top of the others and then stamped with an audit box. The PO and terms must be on the final page and highlighted as well. Copies and originals are first stapled separately and then stapled together no Start alphabetizing process Count the invoice Staple detail to back of original, then staple copy

3. Alphabetizing Are there multiple invoices with the same vendor? Alphabetize by vendor Sort those invoices by purchase order Begin yes no Bind each letter of the alphabet together Bind each section of letters together in a group Attach sheet with team & date the group is supposed to be put on the AP Audit shelf Put group on AP Audit shelf