Tip of the week
Make
files and documents accessible while maintaining control. If
possible, encourage your staff to reference data on your computer
rather than pulling the original file.
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Only AP staff should retrieve and replace
files.
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.