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Automating the Payable Process

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Hassan Maje Posted: Mon, Feb 1 2010 5:10 PM

I have the following challenges in one of our offices: Our lawyers use taxis when out on client work. The Taxi Vendor submits an invoice after 1-2 weeks. When the invoices arrive, they would have over 200+ trips and the staff have to check by verifying with copies of taxi voucher, lawyers,.. and mark against each trip, the file # (if it is a client chargeable cost) or the relevant Office Travel Exps/Staff Account to which the cost is to be allocated. This itself takes a very long time – week or so. The invoice is then fed into the PCLaw system as a New Payable by the Payable clerk which again, is cumbersome and takes time. The end result is a huge time lag between the time the trips are made and the time the cost appears on the Client ledger. Eventually we may find that some of the taxi costs is not recoverable as the matters have long been billed. Furthermore passing Expense Recovery entries would not work as the fares keep varying and many clients demand copies of the taxi vouchers to verify the exact cost.

Is there any automated system that we can adopt after due consultation with the Taxi Vendors that can automate the payable process? This is a guess but is there something called an E-Payable system that can assist us?

Thanks

Hassan

Hassan Maje Anjarwalla & Khanna PCLawPro Ver 9.10d, Accounting Method: Accruals
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You can determine if the taxi company can create an electronic version of their bill. (Perhaps the taxi driver could even manually enter the indicated Matter number at the time of the taxi ride.)

You could then load the electronic file data in Excel, add the Matter Numbers (if necessary) to the appropriate record, create a customized PCLaw Expense Recovery filter, then import the Excel .csv file through Expense Recovery.

Steve Miller, JD
Certified Independent Consultant

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