TASK 11: Settlement of Supplier s Account

Cash Disbursing
Cash Disbursing Officer Controller Accounts Payable Clerk
Officer

Signs the Mails the check

Removes the
check. to the supplier.
Receiving Report Open/Closed liability.
File Purchase Order File

Matches the source

documents for Check Check
accuracy and Accounts Payable
Voucher Register completeness. Subsidiary File

Creates the check

for the due Cash Supplier
Disbursement Cash Disbursements Accounts Payable
Voucher. Transactions File Master FIle

Check Register

Prints a copy of
the check.

Check
Phase
TASK 11: Settlement of Suppliers’ Accounts

Finance Department

Cash Disbursing Officer

1. Retrieves transactions and source documents (PO, RR, Suppliers’

Invoice and CDV).

2. Matches the source documents (PO, RR, SI and CDV) for accuracy and

completeness.

3. Creates the check for the due Cash Disbursement Voucher through the

system.

A. System automatically updates the Cash Disbursements

Transaction File.

B. System automatically updates the Check Register.

4. Prints a copy of the check.

5. Sends the check to the Controller for approval and signature.

Controller

6. Signs the check.

7. Returns the check to the Cash Disbursing Officer for release.

Cash Disbursing Officer

8. Mails the check to the supplier.

9. Sends notification to the Accounts Payable Clerk that the check has

been mailed to the supplier.

Accounting Department

Accounts Payable Clerk

10. Receives notification from the Cash Disbursing Officer that the check

has been mailed to the supplier.

11. Removes the liability through the system.

A. System automatically updates the Accounts Payable Subsidiary

File.

B. System automatically updates the Accounts Payable Master File.