Return-Path: Received: from vps.transocean.com by vps.transocean.com (Dovecot) with LMTP id +lQpEthNFFn6QQAAInt2oQ ; Thu, 11 May 2017 04:41:12 -0700 Return-path: Envelope-to: kathleen@transocean.com Delivery-date: Thu, 11 May 2017 04:41:12 -0700 Received: from ccm176.constantcontact.com ([208.75.123.176]:56632) by vps.transocean.com with esmtps (TLSv1.2:ECDHE-RSA-AES256-GCM-SHA384:256) (Exim 4.88) (envelope-from ) id 1d8mSn-0004NN-I9 for kathleen@transocean.com; Thu, 11 May 2017 04:41:11 -0700 Received: from [10.252.0.105] ([10.252.0.105:52247] helo=p2-jbsvcs5294.ad.prodcc.net) by 10.249.246.10 (envelope-from ) (ecelerity 4.2.1.52273 r(Core:4.2.1.11)) with ESMTP id 68/17-35398-F9D44195; Thu, 11 May 2017 07:40:15 -0400 DKIM-Signature: v=1; q=dns/txt; a=rsa-sha256; c=relaxed/relaxed; s=111405; d=ap-now.ccsend.com; h=date:mime-version:subject:X-Feedback-ID:message-id:from:reply-to:list-unsubscribe:list-unsubscribe-post:sender:to; bh=nPZPgrvQIVTGQ+HYnx5RsxNbVScmvjKV94hqSdooO9k=; b=Xx4rEIM6UoHNBKZzISFmR5yc3e5wiY7QtE4xTmtuRkLIIg1uH1/SgeYnoPxpErMTIGyM8aVTpzynjIpvvyg1G+l0oWEoCi9oSQeIO1dxoJ9KgLg9m+jEVCVU1waDLVSqdysWvw2PwfFW7aDf9HTjsAocxil14BwRpCIhLO5Yuw4= Message-ID: <1127921242271.1101245055428.1701981338.0.440739JL.2002@scheduler.constantcontact.com> Date: Thu, 11 May 2017 07:40:15 -0400 (EDT) From: Mary Schaeffer Reply-To: editorial_director@ap-now.com Sender: Mary Schaeffer To: kathleen@transocean.com Subject: Invoices without Invoice Numbers MIME-Version: 1.0 Content-Type: multipart/alternative; boundary="----=_Part_771667959_687131766.1494502815365" List-Unsubscribe: List-Unsubscribe-Post: List-Unsubscribe=One-Click X-Campaign-Activity-ID: af916eea-808b-4091-b002-0f15e112d8a7 X-Channel-ID: 7acc5340-800d-11e6-a964-d4ae5275b546 X-Mailer: Roving Constant Contact 2012 (http://www.constantcontact.com) X-Return-Path-Hint: Ar5Fu6oCLQJGwAg8V4RLYpw==_1101245055428_esxTQIANEeapZNSuUnW1Rg==@in.constantcontact.com X-Roving-Campaignid: 1127921242271 X-Roving-Id: 1101245055428.1701981338 X-Feedback-ID: 7acc5340-800d-11e6-a964-d4ae5275b546:af916eea-808b-4091-b002-0f15e112d8a7:1101245055428:CTCT X-CTCT-ID: 79e54ea0-800d-11e6-a8f5-d4ae5275b546 X-Spam-Status: No, score=-1.9 X-Spam-Score: -18 X-Spam-Bar: - X-Ham-Report: Spam detection software, running on the system "vps.transocean.com", has NOT identified this incoming email as spam. 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Click here http://campaign.r20.constantcontact.com/render?m=1101245055428&ca=af916eea-808b-4091-b002-0f15e112d8a7 Assigning Invoice Numbers ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ Dear Kathleen A note from a reader is the basis for this issue. He brings up a very good issue and one we all grapple with. The Problem: A huge continuing control problem is how to correctly assign invoice numbers to invoices that lack invoice numbers. Can someone share a successful recipe for creating invoice numbers without using the date somehow? I devised what I consider only a partial solution (see below), we'd like to get your input. If you are willing to share your policy or thoughts, send it to publisher@ap-now.com [mailto:publisher@ap-now.com] with the words "Invoice Number Missing" in the subject line. We'll put all the solutions (anonymously, of course) into a white paper and share it with all contributors. One Solution: From a best practice standpoint, the best thing to do with an invoice that is received without an invoice number, is to return it to the vendor stating your company policy requires a unique invoice number on each invoice. However, recognizing that not all companies wish to follow that policy and/or it is not always feasible, here are some guidelines you can use when establishing a policy to create an invoice number for an invoice without an invoice number. * 1. If there is a receiving document, use the vendor ID# (NOT TIN) + the packing slip number as the invoice number. * 2. For utilities or any monthly billing, use property number (or some other unique identifier) + date or phone number + date (or month of bill - say 0517 for the bill whose last day covered is in May) * 3. For other non-PO invoices, use phone number (if vendor ID not available) + dollar amount + date. If appropriate, say in the case of magazine subscriptions, you might want to substitute the initials of the person who ordered the subscription for the dollar amount. Whatever policy you create, make sure you incorporate all your standards from your invoice processing coding convention. And, under no circumstance include the TIN in the invoice number. Along with the invoice number, you'll want to make sure you collect the TIN - even though, under no circumstances should you include it in the vendor number. Resource: You can get additional information or register for the June 13th TIN Solicitation Best Practices program here [http://r20.rs6.net/tn.jsp?f=0015BVasE89kNJTh6LWscbtRLQG758O3CcDYZItiBfmZucp7Q0yBL0QOcxBg9txAOveQrXqVZFoD-HFzDI2CRnY6pKOWH3qiYKZyToePrBFI2mi3HRh7WxTA1ukI46KV6eUb8ggNlxUVL4Kp3NolcSMXGMa8RbgOoor3uEMmWWMQfQrzt5mChW9kHUCKYTYmCI10YCKW7SBI54=&c=3xWNPPz_Lwi3NRUuMZvQCoZtwYwALBQuN1latXG-xx8NnXISoQZZ0Q==&ch=EYpETvKD0hmStLfVlsZpGKH_zwxh7qxfpFG1alYMZFOnzEkxx6r4Ag==]. It is included in our webinar [http://r20.rs6.net/tn.jsp?f=0015BVasE89kNJTh6LWscbtRLQG758O3CcDYZItiBfmZucp7Q0yBL0QOSf4CFyrmny29yHfE66QxESkD6THyq2FPJjvXA6km3CHnIHUd-cRtZDWxinj7XmBEL_dpu8F2J3vrTv3nI5-qLr5XzzJ079cVdWii9e8-riGwCUY1r7b2NrLzu133B28EYC4N_oHZkg5yWrmmbLzz4g=&c=3xWNPPz_Lwi3NRUuMZvQCoZtwYwALBQuN1latXG-xx8NnXISoQZZ0Q==&ch=EYpETvKD0hmStLfVlsZpGKH_zwxh7qxfpFG1alYMZFOnzEkxx6r4Ag==] and platinum [http://r20.rs6.net/tn.jsp?f=0015BVasE89kNJTh6LWscbtRLQG758O3CcDYZItiBfmZucp7Q0yBL0QOTwN4yIWAuo-0LYHD4i3fNnrG_BHGGBmnjjJZ4zoeDNEt_FdGDfST3Qu4v7vsDBa3yZYQmNuimH5jimFuxryIJEloGeueH1-DAFLWJZawYT_Ea49Ljfv2zAeo5ivnFhVW8XPBXmZr4NApfdWp5emzcM=&c=3xWNPPz_Lwi3NRUuMZvQCoZtwYwALBQuN1latXG-xx8NnXISoQZZ0Q==&ch=EYpETvKD0hmStLfVlsZpGKH_zwxh7qxfpFG1alYMZFOnzEkxx6r4Ag==] memberships Upcoming AP Now Webinars * Developing Issues: Payment Attitude Survey Results May24 * TIN Solicitation Best Practices [http://r20.rs6.net/tn.jsp?f=0015BVasE89kNJTh6LWscbtRLQG758O3CcDYZItiBfmZucp7Q0yBL0QOcxBg9txAOveQrXqVZFoD-HFzDI2CRnY6pKOWH3qiYKZyToePrBFI2mi3HRh7WxTA1ukI46KV6eUb8ggNlxUVL4Kp3NolcSMXGMa8RbgOoor3uEMmWWMQfQrzt5mChW9kHUCKYTYmCI10YCKW7SBI54=&c=3xWNPPz_Lwi3NRUuMZvQCoZtwYwALBQuN1latXG-xx8NnXISoQZZ0Q==&ch=EYpETvKD0hmStLfVlsZpGKH_zwxh7qxfpFG1alYMZFOnzEkxx6r4Ag==] June 13 * An Internal Control Master Plan [http://r20.rs6.net/tn.jsp?f=0015BVasE89kNJTh6LWscbtRLQG758O3CcDYZItiBfmZucp7Q0yBL0QOXuoTfaIdxPz7PKGLNuTyEovxCRVkRj47cbfm9A1K9dQWLdtn-YK2jdYuDeHQU9fKN4zHkXFGmJfnAf-TStHue6VXM69JggDVBvVydCqnXOaiJfSdESc7tczY_DnbhgEvwKVOd1KshQXivwC-OPHKQA=&c=3xWNPPz_Lwi3NRUuMZvQCoZtwYwALBQuN1latXG-xx8NnXISoQZZ0Q==&ch=EYpETvKD0hmStLfVlsZpGKH_zwxh7qxfpFG1alYMZFOnzEkxx6r4Ag==] June 22Other Upcoming Programs * Payment Fraud Prevention Symposium + Workshops We'll be in Philadelphia on July 13-14 and Denver on June 8-9.See the details for the Symposium here [http://r20.rs6.net/tn.jsp?f=0015BVasE89kNJTh6LWscbtRLQG758O3CcDYZItiBfmZucp7Q0yBL0QOcqtw12cCkMpUIWtgUVci1JbjCEDzSJ3HKHXnnuTewTMs5QTnOeamJR1TtCYdyhoi5HZww1NL5sDRKxI1nJzFqzaLDEBUVcympXNNdm-lAGv30uSgd2mrPx1XTbDmTU-HXyzpm0fdGGzKdAQtzditZ8=&c=3xWNPPz_Lwi3NRUuMZvQCoZtwYwALBQuN1latXG-xx8NnXISoQZZ0Q==&ch=EYpETvKD0hmStLfVlsZpGKH_zwxh7qxfpFG1alYMZFOnzEkxx6r4Ag==], the T&E workshop here [http://r20.rs6.net/tn.jsp?f=0015BVasE89kNJTh6LWscbtRLQG758O3CcDYZItiBfmZucp7Q0yBL0QOTUN55QziWasXS2PkptpCvmj9U3FfZL4sYuja4vloRcVEzVAktb-Z8GhelB5mes2_hJZW3FoQUPSGIZe45xXSrDKwD73zrq7HDVAToZpZjKtsmnxNuETgmfXUx3AGqFYswRXHFkPoHVKlrmQXTHpEMg=&c=3xWNPPz_Lwi3NRUuMZvQCoZtwYwALBQuN1latXG-xx8NnXISoQZZ0Q==&ch=EYpETvKD0hmStLfVlsZpGKH_zwxh7qxfpFG1alYMZFOnzEkxx6r4Ag==], and the Policy & Procedures Manual Workshop here [http://r20.rs6.net/tn.jsp?f=0015BVasE89kNJTh6LWscbtRLQG758O3CcDYZItiBfmZucp7Q0yBL0QOTUN55QziWas6LGHQEXFySesDcgZ8Bt8vSlw7eDh2BUM4HlZFPa5so6wEngK9FYmMjNvPrJ_yYO03hT1urs_2_4hb5bVjRweRWkRuldC1zdDdEyBU6BYoFIalhfvXkp5Ws1yU_rVqS75kGkKsp4IEl8=&c=3xWNPPz_Lwi3NRUuMZvQCoZtwYwALBQuN1latXG-xx8NnXISoQZZ0Q==&ch=EYpETvKD0hmStLfVlsZpGKH_zwxh7qxfpFG1alYMZFOnzEkxx6r4Ag==]. You can register for all three here [http://r20.rs6.net/tn.jsp?f=0015BVasE89kNJTh6LWscbtRLQG758O3CcDYZItiBfmZucp7Q0yBL0QOcqtw12cCkMpyvsVBvPXO02ZGm4ifTOrIsZmqWqFOP1HU-NQFfIKhaXVYQX-0PxjAf1pyKO1qehoZnydx3sL90d6JcuGUnaPfpzyEtQCt6dWtpyqYt7Nd2_BP12Wv637zyBslJsvqYDihCaLCOTtPAg=&c=3xWNPPz_Lwi3NRUuMZvQCoZtwYwALBQuN1latXG-xx8NnXISoQZZ0Q==&ch=EYpETvKD0hmStLfVlsZpGKH_zwxh7qxfpFG1alYMZFOnzEkxx6r4Ag==] (and save $200). * P-card Risk Analysis e-Workshop See details about the e-Workshop and/or register here [http://r20.rs6.net/tn.jsp?f=0015BVasE89kNJTh6LWscbtRLQG758O3CcDYZItiBfmZucp7Q0yBL0QORvpvcVkGfZhhhdYs8-x5LUx5-uDIHdzykZu5o2_seqhqUfrN1tNw_0NvaNCLzjf_G_wa3MElPBzRb5WuiN-JqXnH-701kOl5ufQoJX0E902GsaD1nJaq62hZvg9aYSLk2OGdqr8qB0G_Pufn66fN98=&c=3xWNPPz_Lwi3NRUuMZvQCoZtwYwALBQuN1latXG-xx8NnXISoQZZ0Q==&ch=EYpETvKD0hmStLfVlsZpGKH_zwxh7qxfpFG1alYMZFOnzEkxx6r4Ag==]. * Accounts Payable Best Practice Certificate Program- a self-study, go-at-your-own-pace, take-the-exam-at-your-convenience program, with no ongoing CPE requirements. You can get the details about it here [http://r20.rs6.net/tn.jsp?f=0015BVasE89kNJTh6LWscbtRLQG758O3CcDYZItiBfmZucp7Q0yBL0QOSJIEYwA8l8Sy33oVkkaagscqbJneLX9KskI-BFq6N0xSKU3evTfJySlbQKywZ0jh1jbTS2qHwYykQO2zEWeOzpg82iF0GtWXNZKHIDgqDxcwGV-e6NiLK0_ny2mWtttn7HFT-dJvopPxeYooXAh6LQ=&c=3xWNPPz_Lwi3NRUuMZvQCoZtwYwALBQuN1latXG-xx8NnXISoQZZ0Q==&ch=EYpETvKD0hmStLfVlsZpGKH_zwxh7qxfpFG1alYMZFOnzEkxx6r4Ag==]. Enroll your entire department; group rates available. Contact publisher@ap-now.com for details. ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ Regards, Mary Schaeffer AP Now Keeping up Just Got Easier: AP Now Membership Options * Newsletter [http://r20.rs6.net/tn.jsp?f=0015BVasE89kNJTh6LWscbtRLQG758O3CcDYZItiBfmZucp7Q0yBL0QOXu-dSVp5u-rakQ6DddH_aQnh19b_SQJXT70SZJk1OFN7Vk0fqvuiB4q8M786jq6sRFwYUd1NORSnw3ZNGLZShqn7OSOYQmhLzmBkghR_VMKy3khUD6shdLJDm-iNtqph2eWM1mVRAPG8fHw-bw5rPchpHDtMjB9CcZ2TJOWwowlfQC7usWSwxbumNoAud7uIQ==&c=3xWNPPz_Lwi3NRUuMZvQCoZtwYwALBQuN1latXG-xx8NnXISoQZZ0Q==&ch=EYpETvKD0hmStLfVlsZpGKH_zwxh7qxfpFG1alYMZFOnzEkxx6r4Ag==] - Monthly 4-page quick read publication focused on emerging issues impacting the accounts payable and payment function. Subscription now also includes the March AP Best Practices webinar and the fall AP Recognition Week webinar. * Porta [http://r20.rs6.net/tn.jsp?f=0015BVasE89kNJTh6LWscbtRLQG758O3CcDYZItiBfmZucp7Q0yBL0QOZDDi-eUgwWEIjlvyvVlienl9NiSn2A7KM_I2wTXM3uhYUlQfDWfydj5FTv-NE8ujoRV8T3pqwk2MYO45sXsojr3ny3qJ4vlGLqfYhOtoiYCtpcY-EEjFtrdlWVROej0dTTOJMRDZ5um&c=3xWNPPz_Lwi3NRUuMZvQCoZtwYwALBQuN1latXG-xx8NnXISoQZZ0Q==&ch=EYpETvKD0hmStLfVlsZpGKH_zwxh7qxfpFG1alYMZFOnzEkxx6r4Ag==]l - Newsletter (as described above)+ access to database filled with articles, tips and diagnostic checklists * Annual Webinar Pass [http://r20.rs6.net/tn.jsp?f=0015BVasE89kNJTh6LWscbtRLQG758O3CcDYZItiBfmZucp7Q0yBL0QOSf4CFyrmny29yHfE66QxESkD6THyq2FPJjvXA6km3CHnIHUd-cRtZDWxinj7XmBEL_dpu8F2J3vrTv3nI5-qLr5XzzJ079cVdWii9e8-riGwCUY1r7b2NrLzu133B28EYC4N_oHZkg5yWrmmbLzz4g=&c=3xWNPPz_Lwi3NRUuMZvQCoZtwYwALBQuN1latXG-xx8NnXISoQZZ0Q==&ch=EYpETvKD0hmStLfVlsZpGKH_zwxh7qxfpFG1alYMZFOnzEkxx6r4Ag==]- All AP Now's one-hour webinars (2 per month except January when there's only one) * Anytime Viewing Pass [http://r20.rs6.net/tn.jsp?f=0015BVasE89kNJTh6LWscbtRLQG758O3CcDYZItiBfmZucp7Q0yBL0QObC52zOpDEegoSLmxlGX_62fBkI3JdmLORC_vd68eGGdlQxApPemF_icZBcam4iFaeh6P0BPTwawqosE8zLiTyBXqNPZzXW8QqUsDqElsb-cIyV4xRhLkHioYjrkcNkq78ehyOwphv2k&c=3xWNPPz_Lwi3NRUuMZvQCoZtwYwALBQuN1latXG-xx8NnXISoQZZ0Q==&ch=EYpETvKD0hmStLfVlsZpGKH_zwxh7qxfpFG1alYMZFOnzEkxx6r4Ag==] - 25 one-hour webcasts available for viewing at your convenience * Platinum [http://r20.rs6.net/tn.jsp?f=0015BVasE89kNJTh6LWscbtRLQG758O3CcDYZItiBfmZucp7Q0yBL0QOZDDi-eUgwWEIjlvyvVlienl9NiSn2A7KM_I2wTXM3uhYUlQfDWfydj5FTv-NE8ujoRV8T3pqwk2MYO45sXsojr3ny3qJ4vlGLqfYhOtoiYCtpcY-EEjFtrdlWVROej0dTTOJMRDZ5um&c=3xWNPPz_Lwi3NRUuMZvQCoZtwYwALBQuN1latXG-xx8NnXISoQZZ0Q==&ch=EYpETvKD0hmStLfVlsZpGKH_zwxh7qxfpFG1alYMZFOnzEkxx6r4Ag==]- Newsletter + portal + Webinar Pass and more Plus Anytime Viewing Pass P.S. Please feel free to forward this to any colleagues or friends who work in or are responsible for the accounts payable function. We appreciate your doing so. [http://ui.constantcontact.com/sa/fwtf.jsp?m=1101245055428&a=1127921242271&ea=kathleen%40transocean.com] P.P.S. If you need to contact us, please do not reply to this. Please write us instead atpublisher@ap-now.com [mailto:publisher@ap-now.com] Gray [http://ui.constantcontact.com/sa/fwtf.jsp?m=1101245055428&a=1127921242271&ea=kathleen%40transocean.com] ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ This email was sent to kathleen@transocean.com by editorial_director@ap-now.com. 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What do you do with invoices that don't have invo= ice numbers?
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Having trouble viewing this email? Click here
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=09
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=20 =20
Assigning Invoice Numbers
=
=
   
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Dear Kathleen

A note from a reader is the basis for t= his issue. He brings up a very good issue and one we all grapple with.

The Problem: A huge continuing c= ontrol problem is how to correctly assign invoice numbers to invoices that = lack invoice numbers. Can someone share a successful recipe for creating in= voice numbers without using the date somehow?

I devised what I consider o= nly a partial solution (see below), we'd like to get your input. If you are= willing to share your policy or thoughts, send it to publisher@ap-now.com with the words "Invoice Number Missing" in the subject line. We'll put al= l the solutions (anonymously, of course) into a white paper and share it wi= th all contributors.
&nb= sp; 
Upcoming AP Now Webinars
Other Upcoming Programs    
  • Payment Fraud Prevention Symposium= + Workshops  We'll be in Philadelphia on July 13-14 and Denver on = June 8-9.See the details for the Symposium here, the T= &E workshop here, and the Policy & Procedures Manual Wo= rkshop here. You can register for all three here (and save $200).
  • P-= card Risk Analysis e-Workshop See details about the e-Workshop and= /or register here.
  • Accounts Payable Best Practice Certificate Program= - a self-study, go-at-your-own-pace, take-the-exam-at-your-conven= ience program, with no ongoing CPE requirements.
    You can get the details about it here. Enroll your entire department; group rates available. = Contact publisher@ap-now.com for details.
=20 =20
Regards,
Mary Schaeffer
AP No= w
= Keeping up Just Got Easier:
= AP Now Membership Options
  • Newsletter - Monthly 4-page quick read publication focused on emerging issues impact= ing the accounts payable and payment function. Subscription now also includ= es the March AP Best Practices webinar and the fall AP Recognition Week web= inar.
  • Portal - Newsletter (as descri= bed above)+ access to database filled with articles, tips and diagnostic ch= ecklists  
  • Annual Webinar Pass - All AP Now's one-= hour webinars (2 per month except January when there's only one)
  • Anytime Viewing Pass - 25  one= -hour webcasts available for viewing at your convenience
  • Platinum - Newslet= ter + portal + Webinar Pass and more Plus An= ytime Viewing Pass
=20 =20
3D"Accounts
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<= img height=3D"96" border=3D"0" width=3D"600" optionname=3D"THANKSGIVING2FTR= " src=3D"https://imgssl.constantcontact.com/letters/images/1101093164665/th= anksgiving2_ftr2.jpg" />
=20
CRYSTALLUS, Inc., 560 Peoples Plaza #197, N= ewark, DE 19702
<= /td>
SafeUnsubscribe™ kathleen= @transocean.com
Update Profile | About our service provider
Sent by editori= al_director@ap-now.com in collaboration with
<= /tr><= /tr>
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