The activities associated with reconciling purchase orders, receipts and supplier invoices and approving supplier invoice payment. Reconciliation typically includes verifying delivered volumes, price, application of penalties or discounts and where applicable verification of grade or quality. This may include recording the actual costs (purchase price, transportation costs, engineering costs, specialized testing costs, etc) on the customer order for which the purchase was made.
For S1 and Source-to-Order contracts the verification typically is a standardized, repeatable process. S3 may require more extensive verification.
Discrepancies should be resolved before the Approve Payment process is considered completed.
- Project deliverables based invoices
- Verifying and approving monthly consolidated invoices (statements)
The actual disbursement of funds is a financial process. The Approve Payment process is an operational validation that the invoice conforms to agreed and/or actual deliveries and all delivery conditions are met.