Tip of the week
files and documents accessible while maintaining control. If
possible, encourage your staff to reference data on your computer
rather than pulling the original file.
Only AP staff should retrieve and replace
If someone needs a document from a file,
it's better to give them a photocopy and not the original file.
This prevents lost documents and reduces the number of files that need
to be tracked.
Always use an out card when pulling a
file. This makes re-filing faster while providing a visual
reminder that a file is checked-out. Vinyl out cards with pockets
for new documents eliminate the need to maintain a pending file for
documents that come in while the file is checked-out. Preprinted
charge-out cards go in a small pocket on the out card, thus eliminating
the need to write on the card or fill out a charge-out slip.
The IdealAP system completely automates your vendor
invoices and discrepancy resolution documents reducing the need to
access original paper documents, speeding the look-up process,
eliminating the time required to re-file and minimizing the possibility that invoices
and other important documents could be lost.