Metron Group - Checklist 

07.PR005 - Supplier Invoices (with/without Purchase Order (1.1)

	(Name)		
Finance Administrator:			

	Task Title	Responsible	Task Description	
1.1	Receive Invoice (without purchase order)	R - Finance Administrator
C - Management Team	I/P from:09.PR001 - Goods in process07.PR002 - Purchasing - Materials, Equipment or ServicesInvoice to be:stamped with the received datestamped with the approval stamp and enter details as requiredGive invoice next reference number 'yy/xxx' being the current financial year and next sequential number. Write this number on the top right of the invoice.Enter invoice details in the company accounting system (SAGE)Pass to relevant departmental Management Team Member for approvalScan invoice and delivery note into the company accounting systemFile invoice in the 'Misc Invoices' folder in the accounts filing cabinet (highest reference number at the top)	
1.2	Receive Invoice (with purchase order) + collate documentation	R - Finance Administrator	Collate the purchase requisition, the purchase order and signed goods received notes from the finance in trays.  (If no delivery note received, print goods received note from SAGE (GRN).  Check all invoice details match up with purchase order.Scan PO, invoice and delivery note into the company accounting systemInvoice to be;stamped with the received datestamped with the approval stamp and enter details as required	
1.3	Process Invoice	R - Finance Administrator	Enter invoice details in the company accounting system (SAGE)	
1.4	Invoice Anomalies/Queries	R - Finance Administrator	Any invoice amount that is incorrect, contains errors or otherwise does not conform to the goods received should be placed on hold (on SAGE) and queried with the supplier.	
1.5	Approval	R - Finance Administrator
C - Management Team	Pass to relevant departmental Management Team Member for approval	
1.6	Pay invoice	R - Finance Administrator
C - Finance Manager	When all requirements have been met, payment to the supplier can be released as per the agreed payment terms.	
1.7	File/storage of paperwork.	R - Finance Administrator	File Purchase Order with accompanying back up documentation in the 'Purchase Order' folder in the accounts filing cabinet.Misc invoices with no PO are stored by year/number.