QUESTIONNAIRE TO IMPLEMENT AN AUTOMATIC SYSTEM FOR ACCOUNTS
PAYABLE
INTRODUCTION
Brief information of the company:
Company: C.V.
Plant Are 215,000 FT2
Quality Certifications: ISO/TS 16949
Number of employees: 285
Current Customer Base: GM, CHRYSLER, FORD, HARLEY DAVIDSON, HONDA, HOLDEN
SPECIAL VEHICLES
Export Countries: USA, CANADA, CHINA, AUSTRALIA & POLONIA
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Equipment : METAL CUTTING, MACHINING, WELDING, PAINTING, ASSEMBLY, CHROME PLATE,
STAMPING
Main Products: AUTOMOTIVE SHOCK ABSORBERS AND ANTILOCK BRAKE SYSTEMS
Contact: Finance Manager, Lo
Website:
DOCUMENT OBJECTIVE
This document has the objective to obtain information in order to complete the Consultancy Services
proposal to implement an automatic system for BWI’s Accounts Payable process.
The questionnaire has questions indicated with a “Q, and the answers from the user needs to be
explained on the immediate line down indicated with “A” (answer).
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A. Organization
1.1 Organizational units common / central
Q: 1) ¿Are all organizational units in the same country? List all organizational units and countries
Q: 2) ¿Which organizational units have production processes and what are the products that
they produce?
Q: 3) ¿How the material is shipped between units (a.e. with purchasing documents)? ¿Which
requisites must be applied for shipping procedures?
1.2 Purchasing
Q: Describe your purchasing organization and the types of activities that fall under your area or
responsibility. Specify which responsibilities / activities are centralized and which are decentralized.
Q: Provide an idea of your volumes. Describe the number of SKUs purchased, number of active
suppliers, number of buyers, etc.
Q: Describe the types of purchasing documents used, purchase requisitions, quotation requests,
purchase orders, long-term orders, service orders, transfer orders, contracts, scheduling agreements,
etc.
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Q: Describe your procurement cycle, from how you determine the purchase requirements of
materials, supplies, fixed assets or services, to the selection of the supplier, order entry, delivery
receipt and finally the billing process. (Approvals and process flow).
Q: Describe procurement integration requirements with other systems such as MRP, quality,
project system, production, inventory, warehouse, sales, transportation, etc.
Q: Describe how vendor performance is measured, including the criteria followed and any
evaluation method they use.
Q: Describe the process flows that use the Internet and mention any transactions that use the
Internet.
Q: Describe any special purchase activity as well as just-in-time purchases, consignment
purchases, supplier-managed inventories, kanban, sub-contracted activities, settlement of receipts
evaluated, etc.
B. Master Data
1.2.1 Vendor Master Record
Q: 1) ¿What types of vendors do you have? (domestic, foreign, payment address, etc.) and,
¿how many of these are active?
Q: 2) ¿Do you have plants that supply materials or services to other plants in other company
codes?
Q: 3) Is it necessary for you to maintain different purchasing vendor master data for different
plants?
Q: 4) When working with your suppliers, do you deal with people with different roles? If yes,
indicate the appropriate roles.
example: AR, AP
Q: 5) ¿Do you employ different payment terms by facility?
Q: 6) ¿Are there any vendor-specific instructions or information that exists or you want to include
in purchasing documents?
Q: 7) ¿Do your vendors offer discounts for prompt payment (for example, 1% cash discount
within 10 days)? Provide a list of the payment terms you require.
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Q: 8) Do you specify foreign-trade-specific information in your purchasing documents (such as
CIF or FOB)?
Q: 9) ¿Do you have vendors with several/different ordering addresses, payees, carriers, and so
on? If so, what do these depend on (assortment, supply region)?
C. Business Processes
1.2.2 Purchasing
Q: 1) ¿How are the purchase orders created in your system?
Q: 2) Indicate the consumption categories for which you will directly acquire services and
material: Fixed assets, cost center, production order, project, sales order, other (specify)
Q: 3) ¿What kind of purchase orders creates in system?
Q: 4) ¿How are the purchase orders transmitted to Vendors?
Q: 5) ¿Do you import material from foreign Vendors?
Q: 6) ¿Do you include shipping handle expenses in the purchasing document?
Q: 7) ¿ Do your supplier orders contain shipping or packaging regulations? Should the supplier's
compliance be recorded?
Q: 8) ¿Do you use schedule agreements or blanket orders for some Vendors? Please explain
1.2.3 Goods Receipt
Q: 1) Describe the process flow for Goods Receipt
Q: 2) ¿Which documents are created with the Goods Receipt?
Q: 3) ¿Is there a material verification when arrives to the company? If yes, once the goods
receipt is created, the invoice verification takes place immediately?
Q: 4) ¿Is there a batch strategy implemented? If yes, there is a batch classification on the goods
receipt process?
1.2.4 Invoice Verification
Q: 1) ¿Are there indirect expenses included on the invoice document?
Q: 2) ¿Should advance payment also be offset?
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Q: 3) ¿Do you generate documents to suppliers or people of your company related to invoice
receipt?
Q: 4) ¿It is always needed the goods receipt to have the invoice verification? If yes, it is allowed
to cancel goods receipts after the invoice verification?
Q: 5) ¿Exists any message send to Purchasing department if invoice total qty. or amount is
greater than the purchasing document says?
Q: 6) ¿Do you receive invoices for unmanaged operations on the system?
Q: 7) ¿What invoice blocking reasons do you want to use?
Q: 8) ¿Are materials are received in system with value in purchasing documents or adopt the
system valuation at the moment of the goods receipt?
1.2.5 Bank TR/FI
Q: 1) ¿Which banks and bank accounts will you be using for incoming and outgoing payments?
Q: 2) ¿In what currencies are these accounts denominated?
1.2.6 Accounts Payable Processing
[Link] Vendor Down Payments
Q: 1) In which cases do your vendors require you to make a payment prior to the processing of
an order or shipment?
Q: 2) Please describe the complete process currently in place for down payments, including the
postings that are generated.
Q: 3) Do you plan on paying down payments with the automatic payment program?
[Link] Invoices and Credit Memos
Q: 1) Please describe the internal procedures and controls from the point of invoice receipt to
payment
[Link].1 Vendor Document Parking
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Q: 1) ¿What is your procedure for parking and releasing invoices and or/credit memos?
[Link].2 Invoice Receipt
Q: 1) ¿Which invoices, that are not related to a purchase order, do you typically post?
Q: 2) ¿Do you use templates for some of these invoices?
Q: 3) ¿How do you handle transactions in foreign currencies?
Q: 4) Describe any taxes that must be calculated on vendor transactions.
Q: 5) ¿How do you handle cash discounts?
[Link].3 Vendor Credit Memo
Q: 1) ¿How do you process vendor credit memos?
[Link].4 Document Reversal
Q: 1) ¿How should a document reversal update the balances of the relevant accounts?
Q: 2) ¿Is there specific document type for reverse documents?
[Link].5 Mass Reversal
Q: 1) ¿Do you handle massive document reversals?
[Link].6 Recurring Entry
Q: 1) ¿Do you have documents that occur on a regular basis (monthly or quarterly, for
example)?
[Link] Vendor Account Analysis
[Link].1 Line Item Analysis
Q: 1) ¿Is there certain information that you wish to be able to display when you view vendor
postings online?
[Link].2 Evaluations
Q: 1) ¿What reports or correspondence do you have in accounts payable?
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[Link] Credit-side payments
Q: 1) ¿Which payment methods do you use (check, bank transfers, bills of exchange, direct
debit, etc.)?
Q: 2) ¿How do you pay your domestic vendors (by check, bank transfer etc.)?
Q: 3) ¿How do you pay your foreign vendors (by check, bank transfer, etc.)
Q: 4) ¿How do you pay your employees (e.g. travel expenses)?
Q: 5) ¿How do you handle partial payments to vendors?
Q: 6) ¿Do you always issue a single payment for multiple invoices to the same vendor? If not
please specify the exceptions.
Q: 7) ¿How do you handle payables to vendors that are also customers?
Q: 8) ¿How do you handle credit memos?
Q: 9) How do you handle cash discounts?
Q: 10) How do you handle exchange rate differences in foreign currency payments?
Q: 11) How do you create the payment media (payment forms, remittance advices or electronic
files) for these payment methods?
Q: 12) ¿Do you use pre-numbered checks?
Q: 13) ¿How do you reconcile your check register (cleared checks)?
Q: 14) ¿How do you transfer your electronic payment file to the bank?
Q: 15) What are the sales tax rules that apply to your location?
[Link].1 Vendor Payment Request
[Link].2 Release for Payment
Q: 1) How do you release invoices that have been blocked for payment?
[Link].3 Manual Outgoing Payments
Q: 1) Which procedure do you use to process manual payments to vendors?
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Q: 3) Do you have a petty cash and for what type of payments do you use it?
[Link].4 Automatic Outgoing Payments
Q: 1) ¿Do you clear vendor invoices at the time of payment or at the time the bank statement is
posted?
Q: 2) ¿How often do you make automatic payments?
Q: 3) ¿From which bank account(s) do you make payments? List the bank accounts by payment
method, by foreign currency, or any other criteria relevant for bank selection.
Q: 4) ¿How does your actual cash position influence the way you assign funds to the different
banks in the payment program?
Q: 5) ¿How do you handle bank charges?
[Link] Account Clearing [AP]
Q: 1) In which cases are open items cleared other than through payment receipts?
[Link] Interest Calculation [A/P]
Q: 1) For which vendors do you calculate interest?
None
[Link] Correspondence with Vendors
Q: 1) Which types of correspondence do you have in accounts payable (vendor statement,
balance confirmation, open item list, internal documents, etc.)?
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