Special AP Instructions

Mitch Lueck

Does anyone have a good process for noting special instructions regarding checks? For example, if a requestor would like to have the check handed to them rather than mailed out, what process do you use to make sure that the AP person sees the special note and handles it accordingly? We currently use Expenses within FE NXT, and we just had an instance where this came up.

Karen Cannon

We put pop-up notes on our accounts. We, also, do a separate spreadsheet for each check run we have for vendors and have a column where we can add notes like that. Comparing the spreadsheet to what we've entered has been a great way to make sure nothing is missed. :)

Karen Cannon

Also, on our purchase reqs, folks will add notes stating check to be mailed or put in inbox and the person doing AP has to have a system - Again the pop-up notes or a spreadsheet works great. :)

Lisa Nemec

We created a custom field called Special Instructions. When submitting the request, the user selects “Give Check To” and enters the person’s name or any additional details in the comment field.

I then run a query each day that shows the special handling instructions for the checks being printed. This allows me to quickly identify any checks that need to be given directly to a specific person rather than mailed.