Field notes
Preparing invoice packets before an independent AP review
Independent accounts payable review moves faster when packets arrive complete. Incomplete files burn the first two days of a booked window.
Include for each sampled invoice: the face document, purchase order or contract reference, receiving note if inventory-related, approval evidence (system log or wet stamp), and the posting screenshot or export line.
Add context files once, not per invoice: the approval matrix for the period, vendor master extract, and a short note on any known disputes still open with suppliers.
Name files with voucher numbers rather than employee nicknames. Reviewers tracing exceptions should not guess which PDF belongs to which line.
If documents contain personal data beyond what AP needs — for example, employee reimbursements with ID copies — redact before transfer. The review concerns approval and posting accuracy, not identity documents.