APChannel Newsletter

The AP Channel News

July 16, 2008

In this Issue
Editor's Note P-card Pilot Programs Notes from the AP Underground Continuing Education Just for Fun!

• Special Feature •

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July 23, 2008 at 2:00pm EDT
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Don't Forget to Plan Ahead

The old saying "an ounce of prevention is worth a pound of cure" rings true in an accounts payable department. Many of the problems AP faces can be prevented by some careful planning.

This issue features examples of problems that can be solved by planning, such as duplicate payments and an unsuccessful p-card program. In addition, planning can prevent the dreaded Laptop Drive of Shame (see Just for Fun!).

Patrick Harbin – Editor

P-card Pilot Programs

One of the most common mistakes made by organizations implementing a purchasing card is giving the cards to employees without first training them. The training sessions should present an overview of all cardholder and management responsibilities.

An essential portion of training is the pilot period - usually lasting three months - where the organization puts their card program to the test. The following requirements can help ensure a program is successful:

Ease up on Supplier Restrictions
Avoid Low Transaction Limits
Don't Track Too Many Details
Strategically Select Pilot Cardholders

Once your p-card program has been tested and implemented, it's important to ensure it has tight controls. Be sure to register for The Accounts Payable Network's upcoming audio conference,
How to Tighten Control of Your P-card Program, featuring Lynn Larson, manager of industry information and research, National Association of Purchasing Card Professionals.

Notes from the AP Underground

Duplicate payments are a serious concern for all AP departments. Regularly cleaning your vendor master file is one of the best ways to prevent duplicates. Read Susan's Blog for tips on addressing your cluttered vendor file.

Just for Fun!

As more businesses allow employees to work from home using company laptops, the chances of those employees accidentally leaving their laptops at home is increasing. The result: the dreaded laptop drive of shame.

Driving all the way back home from the office to retrieve a forgotten laptop is not an inviting prospect considering the cost of fuel and lost time. Read Doing the Laptop Drive of Shame.

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