Invoice Processing Procedure (Accounts Payable)

Overview

Prefect Agencies comply with standard business practice and ensure that an efficient system is in place to manage the payment of external supplier invoices for materials, equipment and services purchased on behalf of Prefect Agencies.

Purpose

The purpose of this procedure is to ensure that payments to external entities are accurate, appropriately supported and authorised, and recorded in the relevant fiscal year.

PROCEDURE

1.      ORIGINAL DOCUMENTS

All documents submitted to Accounts Payable for payment should be original and prepared by the contractor/supplier. Where an invoice is handwritten or typewritten (as from an individual) it must contain the statement ‘invoice’.   All Invoices must include an ABN number and indicate the amount of GST

Prefect Agencies aim to reduce the amount of paper used in all our office activities and processes, therefore we encourage our contractors to email invoice rather than post.  As per our Environmental statement this is our preferred method

All invoices should be email to accounts(at)prefectagencies(dot)com(dot)au

invoices should be sent directly to:

Accounts Payable

Unit 3, 1 Stockwell Place

Archerfield, QLD 4108

2.      All invoices from sub-contractors undertaking work for ANZ, Suncorp Bank, Bank of Queensland, Coles Group must be accompanied with the PA Workorder Sheet.  This sheet must be stamped by the customer or signed by the customer.  In the Case of Coles the Workorder Sheet must be stamped and signed, no exceptions.  In the event that the sheet is unstamped we will reject the invoice and return the sheet for stamping by the branch.  All other work undertaken a signed Workorder will be sufficient for payment processing

3.      INVOICE TYPES

a.      Purchase Order/Contract Invoices
Invoices arising from purchase orders or other contract documents issued by Procurement and Contract Management are handled in one of two ways:

                                                  i.      Invoices received in the amount up to $500 are automatically approved for payment upon receipt from the supplier if there is no discrepancy between the purchase order or the agreed contractor rate and the invoice. 

                                                ii.      Invoices received in the amount of $500 or greater are forwarded to the department for authorisation prior to processing.  If the goods or services have been received in good order, the original invoice, if correct in all respects, is to be approved for payment and returned promptly to Payment Services. 

b.      Contract for Services with Individuals and Small Businesses Invoices
All Contract for Services with Individuals and Small Businesses invoices must reference the PA Workorder number, the completed Workorder sheet that was dispatched to you when the job was logged.   

4.      DISPUTES

If the dispute involves a Purchase Order or Contract invoice, the ordering Department should notify the Prefect Agencies Management and we will assist in obtaining the required remedial action.

5.      CORRECTIONS AND ADJUSTMENTS

a.      Invoice Processing Errors

If an invoice has been entered into the financial system incorrectly contact Payment Services and state the reference number, e.g. voucher or invoice number, and the correction required.