Payment process flow
S&P Dept.
F&A Dept.
Requesting Dept
Make Payment
Request Form
Payment
Request
Form
Out-sider
Invoice
Payment
Request
Form
Invoice
Appr
oval
B
Invoice
Input or Output into
Accounts slip
ZAHIR
Accounts slip
Payment Request Form
Invoice
3
Accounts
slip
Approval B
Payment Request Form
Invoice
Account
payable
ZAHIR
Payment schedule
Payment preparation
Payment data
File
Payment schedule
or
Payment Request Form
Invoice
Purchase Process Flow
Issue invoice
or
Payment Request Form
Invoice
S&P Dept.
F&A Dept.
Requesting Dept
Out-sider
Issue invoice
Approval B
Issuing
Receipt
Receive receipt
Payment
Input or Output into
Accounts slip
ZAHIR
Accounts slip
Payment schedule,
or
Payment Request Form
Invoice
Unma
tched
Approval C
Accounts slip
Paying schedule,
or
Payment Request Form
Invoice
Unmatched
10
Investigatio
n to
Supplier
Unmatched
Compare
Compare
Accounts slip
Payment schedule
or
Payment Request Form
Invoice
Receipt
11
File
S&P Dept.
F&A Dept.
Requesting Dept
Out-sider
Issue invoice
ZAHIR
12
Account Payable
Aging Schedule
Unpaid debt
Payment
Operation
Account
payable
every
month
Compare
13
Investigatio
n
Unmatched
Suppliers'
Accounts
Receivable List
Approval B
Report
14
Approval A: President Approval B: Mgr Approval C: Asst. Mgr Approval D: SPV or LDR
Inquiry for
supplier
Payment of
expense
Follow "Accounts
Receivable
Collection Flow
(collection of
unpaid)" about
unpaid expense
balance
confirmation.
Process Point
Issue payment request form
1.Person in charge issues payment request form and gets approval of Manager.
Then, submit to Accounting & Finance Dept.
Manager checks the total amount of invoices and payment request form.
Then, approve it.
Sum up unpaid expense
2.Based on payment request form, F&A staffs input the transaction into ZAHIR
and output a journal.
Then, sum up unpaid expense after getting approval of F&A SPV and Manager.
F&A SPV and Manager check the total amount of invoices and payment request
form.
Then, approve it.
File of accounting slips
3.F&A staffs file approved accounting slips in alphabetical order by month.
Payment preparation
4.F&A staffs make the paying data based on payment request form for expense.
F&A staffs make the paying data based on payment schedule.
5.F&A staffs get approval of F&A SPV and Manager for the payment data.
F&A SPV and Manager check the total amount of payment data and
payment request form.
Then, approve it.
5.F&A staffs get approval of F&A SPV and Manager for the payment data.
F&A SPV and Manager check the total amount of payment data and
Process Point
payment request form.
Then, approve it.
Payment
6.F&A staffs pay by reserved way in the reserved date.
7.When receving cash, must get receipt from out-sider.
Accounting treatment
8.Based on payment request form and payment schedule, F&A staffs input the
transaction into ZAHIR and output a journal.
Then, get approval of F&A SPV for payment request form, paying schedule,
and invoice.
F&A SPV check the total amount and account title of accounting slip,
payment request form and paying schedule.
Then, approve it.
Confirmation of payment
9.F&A staffs confirm the total amount of payment in comparing payment
information and paying data.
If unmatched, find the cause and treat it appropriately.
10.F&A staffs confirm the total amount of receipt issued by supplier and
invoice.
If unmatched, find the cause and treat it appropriately.
Filing
11.F&A staffs take a set of copies of approved accounts slip, payment
request form, payment schedule, invoice and receipt.
File them in alphabetical order of payee's name by month.
Process Point
12.F&A staffs check sub-ledger(AR) every month.
6
If unpaid debt was found, make a payment immediately.
Payment of
expense
Follow "Accounts
13.F&A staffs confirm balance of account payable in comparing AP and
Receivable
suppliers' balance sheet.
Collection Flow
(collection ofThen, get approval of F&A SPV and Manager
F&A SPV and Manager check the balance of AP and suppliers' balance sheet.
unpaid)" about
Then, approve it.
unpaid expense
balance
confirmation.
14.If the balance were unmatched, F&A staffs find the cause of the difference
Then, report to F&A SPV and Manager and treat appropriately.
