Preparing your AP extract for an invoice review
A clean extract saves days. Here is the field list we ask Hong Kong clients to include before testing begins.
When a finance team commissions vendor invoice verification, the quality of the first AP extract shapes the calendar more than almost anything else.
Fields that speed the work
Ask your systems team for a listing that includes, at minimum:
- Vendor code and legal name
- Invoice number and invoice date
- Posting date and period
- Gross amount, currency, and tax amount if shown separately
- PO number(s) referenced
- Payment status and payment date if already paid
- GL account or cost centre if used for filtering
Formats that work
CSV or spreadsheet exports are fine. PDF printouts of ageing reports are harder to sample systematically and often delay kickoff. If your ERP can export open and paid invoices for the same period in one file, send both — duplicate claims sometimes hide among recently paid items.
One contact for clarifications
Name a single AP or finance contact who can answer “is this approval on file?” questions within a business day. Reviews stall less often when clarifications do not bounce between three mailboxes.