One and a Half Day In-Person Seminar

Account Payable Best Practices

BY: Mary Schaeffer,

Accounts Payable Best Practice Trainer, Writer/Content Creator, Consultant and Program Developer

Coming soon.. Please contact customer care for new schedule
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The accounts payable function is changing at a dizzying pace. Technology, new frauds and regulatory changes are all taking their toll. What worked yesterday may not work today. Given the current business environment, mounting regulatory pressures, and the increased visibility and importance of the accounts payable function, best practices are something with which every professional needs to be conversant. Unfortunately, keeping up to speed these days can be like herding cats. While some best practices remain steadfast, others simply no longer work and are being replaced by new practices just now appearing.

The talk will include a discussion of the newest best practice every organization should implement to ensure crooks don't get their hands on money or sensitive information. This is one session you might want to invite your colleagues in accounting, auditing and payroll to so they implement appropriate best practices and are not bamboozled by some of the newest frauds.

The truth is that companies ignore accounts payable best practices at their peril and the impact is felt on your bottom line. It's that simple—yet some organizations continue to turn a blind eye to the leakage that occurs due to poor or inefficient process in their AP operations. Don't be one of them!

This inter-active session will be filled with real-life examples and attendees will have the opportunity to not only interact with other attendees but see how they’d treat different delicate situations.

Learning Objectives:

After this session, you will be able to:

  • Improve your invoice processing
  • Implement effective payment technologies
  • Comply with regulatory issues affecting the payment process
  • Avoid costly mistakes due to spoofed emails
  • Improve the invoice approval response time
  • Reduce the number of invoices submitted more than once
  • Earn more early payment discounts
  • Minimize the number of request for Rush payments and checks returned to requisitioners
  • Avoid costly master vendor file practices
  • Deter fraud (both internal and external)
  • Identify problems within their existing master vendor file practices
  • Implement master vendor file best practices that will enable proper TIN solicitation
  • Identify best control practices for the entire procure-to-pay process
  • Evaluate your own processes to identify weak controls that need tightening;
  • Identify frauds that can be prevented through good master vendor file practices
  • Make their master vendor file fraud-resistant;
  • Identify and collect all data needed to run an efficient and regulatory compliant AP function;
  • Address the segregation of duties issue correctly
  • Identify the types of payment frauds likely to impact your organization
  • Pinpoint seven common myths that often lull an organization into thinking they don't have to take action against payment fraud
  • Evaluate the different fraud protection products offered by the banking community
  • Create the proper controls within your organization so you can stop employee fraud
  • Address corruption and bribery issues
  • How to document new vendors
  • How to handle single purchase vendors in the master vendor file
  • How to prevent fraud in the master vendor file
  • What special treatment should you give critical vendors
  • Dealing with vendors who make nuisance calls
  • Dealing with unpleasant vendors and more
Who will Benefit:
  • Accounts payable manager
  • Accounts payable director
  • Accounts payable supervisor
  • Accounting manager
  • Controller
  • Assistant controller
  • Accounts payable associate
  • Accountant
  • Accounting manager
  • Disbursements manager
  • Assistant accounts payable manager
  • Payment professionals
  • Cash managers
  • Treasury professionals
Day 01(1:00 PM - 4:30 PM)
  • Registration Process: 1:00 PM – 1:30 PM
  • Session Start Time: 1:30 PM
  • 1:45pm - 2:45pm Best Practices Overview
    • Why best practices matter
    • Why best practices are changing
    • Identification of some worst practices
    • Best invoice handling processes
    • Best payment processes
    • Best expense review processes
  • 2:45pm - 3:15pm Best Practices Currently in Use at Other Companies
    • See how your invoice handling practices compare
    • See how your master vendor file practices compare
    • See how your payment practices compare
  • 3:15pm - 3:45pm Invoice Handling Best Practices and Issues
    • Problems caused when invoices aren’t processed efficiently and how to fix this
    • Most common invoice problems and how to handle them
    • Less common invoice problems and how to handle them
  • 3:45pm – 4:00pm The Evolving Payment Process and How to Adapt
    • The new email dilemmas (BEC, W2 info etc.)
    • Same Day ACH: Where does it fit into your process
    • Best practices when converting vendors to ACH
  • 4:00pm – 4:30pm TIN Solicitation BP
    • Colleting TINs
    • Using IRS TIN Matching
    • When should you request a new TIN
    • New best practice for verifying TIN information
Day 02(8:30 AM - 4:00 PM)
  • 8:30 - 9:00 Greet, review previous day’s topics/answer questions
  • 9:00 – 9:45 Master Vendor File
    • Identify problems within their existing master vendor file practices
    • Implement master vendor file best practices that will enable proper TIN solicitation
    • Identify frauds that can be prevented through good master vendor file practices
    • Make their master vendor file fraud-resistant
    • Address the segregation of duties issue correctly
  • 9:45 – 10:15 Vendor issues and Problems
    • How to deal with operational issues related to vendors
    • Addressing master vendor file problems
    • Dealing with 5 types of difficult vendor situations
  • 10:15 – 11:00 Internal Controls Master Plan
    • Why internal controls are critical to preventing fraud and duplicate payments
    • How control problems are created
    • The 7 building blocks for your internal control master plan
  • 11:00 – 11: 40 Internal Controls in AP: Step-by-Step
    • Identify best control practices for the entire procure-to-pay process
    • Evaluate your own processes to identify weak controls that need tightening
    • Fix the questionable controls so fraud and erroneous payments don't sneak through
  • 11:40 – 12:00 Internal Controls: Often-Overlooked Control Weaknesses
  • 12:00 - 1:00 Lunch
  • 1:00 - 1:45 Common Regulatory Issues Directly Impacting the Accounts Payable and Payment Process
    • Overview of the Regulatory Compliance Issue
    • 1099 Reporting Requirements
    • Unclaimed Property reporting requirements
    • Sales and Use tax reporting
    • How you are supposed to verify payments under OFAC
    • Your responsibilities under FCPA
    • Conflict Mineral Reporting
  • 1:45 – 2:45 Payment Fraud Prevention/Detection Best Practices
    • Check fraud prevention best practices
    • P-card fraud prevention best practices
    • ACH fraud prevention best practices
    • Wire transfer fraud prevention best practices
  • 2:45 – 3:30 Evolving Issues Impacting Fraud
    • Technology’s impact on the payment process and Fraud
    • BEC fraud and how to identify and stop it
    • Identifying situations where fraudsters are trying to get unauthorized information for fraudulent purposes
  • 3:30 - 3:50 Best Practices to Curtail Fraud and Keep Expenses Down
    • Identify weaknesses in your own accounts payable function that may expose your business to fraud
    • Detect potential external fraudulent situations early so you can prevent losses
    • Why time is not your friend in the fight against fraud
    • Best practices that prevent and detect fraud
  • 3:50 – 4:00 Concluding Remarks
Mary Schaeffer
Mary Schaeffer, Accounts Payable Best Practice Trainer, Writer/Content Creator, Consultant and Program Developer

Mary S. Schaeffer, a nationally-recognized account payable expert, is the author of 18 business books, a monthly newsletter, and a free bi-weekly e-zine, as well as several CPE courses for CPAs. She runs AP Now, a boutique publishing and consulting firm focused on accounts payable issues. She also serves as the Education Director for the Institute of Financial Operations. Before turning to writing and consulting she worked in the corporate world as an Assistant Treasurer for the Equitable Life Assurance Society, a Financial Risk Manager for O&Y and a Corporate Cash Manager for Continental Grain. A frequent and popular speaker at both live and online events, she has an MBA in Finance and a BS in Mathematics.

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Your Registration for the seminar is subject to following terms and conditions. If you need any clarification before registering for this seminar please call us @ +1-888-771-6965 or email us @ customercare@TrainBanking.com

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Payment is required before 2 days of the date of the conference. We accept American Express, Visa and MasterCard. Make checks payable to MetricStream Inc. ( our parent company)

Cancellations and Substitutions:
Written cancellations through fax or email (from the person who has registered for this conference) received at least 10 calendar days prior to the start date of the event will receive a refund — less a $150 administration fee. No cancellations will be accepted — nor refunds issued — within 10 calendar days from the start date of the event.

On request by email or fax (before the seminar) a credit for the amount paid minus administration fees ($150) will be transferred to any future TrainBanking event and a credit note will be issued.

Substitutions may be made at any time. No-shows will be charged the full amount.

We discourage onsite registrations, however if you wish to register onsite payment to happen through credit card immediately or check to be submitted onsite. Conference material will be given on the spot if it is available after distributing to other attendees. In case it is not available we will send the material after the conference is over.

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For more details and other sponsorship options at this event, please contact Event Manager: customercare@trainbanking.com or call: +1-650-238-9656

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Local Attractions of Philadelphia, PA

Philadelphia Museum of Art Philadelphia Museum of Art

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Among its impressive holdings in Renaissance, American, Impressionist and Modern art, some standouts include a great Rogier van der Weyden altarpiece, a large Bathers by Cezanne, a room devoted to Philadelphia's own Thomas Eakins, and Marcel Duchamp's notorious mixed-media Bride Stripped Bare by her Bachelors (The Large Glass), exactly as the dada master installed it.

Valley Forge National Historical Park Valley Forge National Historical Park

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The vast expanse of open space links the Schuylkill River Trail to the Horse Shoe Trail, turning the park into a major hub in a 75-mile system linking Philadelphia to the Appalachian Trail.

The Liberty Bell Center The Liberty Bell Center

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National Constitution Center National Constitution Center

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The Franklin Institute The Franklin Institute

An innovator in designing hands-on exhibits before “interactive� became a buzzword, The Franklin Institute is as clever as its namesake. Its eminently touchable attractions explore science in disciplines ranging from sports to space.
Highlights include The Sports Challenge, which uses virtual-reality technology to illustrate the physics of sports; The Train Factory's climb-aboard steam engine; Space Command's simulated earth-orbit research station; a fully equipped weather station; and exhibits on electricity.

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