The Automated Preparation of Cashless Payment Orders

‭ he automated preparation of cashless payment orders‬ T ‭The system will‬‭list per expiration period should‬‭produce all‬‭those already expired‬ ‭and‬‭outstanding invoice amounts due in the relevant period. The treasurer or the‬ ‭proxy holder must decide whether and which payment obligations may be paid.‬ ‭The decisions thus taken are then entered into the system, after which the‬ ‭c omputer‬‭, the payment orders are ready for each payment method made‬‭.‬ ‭The following distinction can now be made with regard to the payment orders produced:‬ ‭1.‬‭The data carrier on which the payment orders are recorded is also human-readable.‬ ‭2.‬‭The data carrier on which the payment orders are recorded is not human readable.‬ ‭ d 1.‬‭The data carrier is also readable by humans‬ A ‭In general, the use of these data carriers will involve collection orders. The banks‬ ‭give their clients the opportunity to do this optically‬‭readable form to‬‭use. This‬ ‭form, which has been completed in duplicate or triplicate, accompanied by the‬ ‭associated source documents (purchase invoices, etc.), must now be submitted to‬ ‭the‬‭proxy holder‬‭to be submitted so that it can be passed on placing‬‭a signature can‬ ‭make the assignment perfect. This signature may only be placed after this official‬ ‭has checked the following:‬ ‭-‬ ‭Are the relevant ones‬‭(checked and approved)‬‭purchase invoices certified as paid. Is‬ ‭the‬ ‭-‬ ‭c reditor's account number stated correctly?‬ I‭n this context it is worth noting here that incoming‬ ‭written complaints‬‭–such as the lack‬ ‭of receipts for overdue claims - may not be obtained in the first instance come from‬ ‭those who 'hold' the debts or who function in the payment organization. This can be‬ ‭achieved by having incoming mail opened centrally, after which letters with these types‬ ‭of complaints must be passed on to management or the executive secretariat.‬ ‭ d 2 The‬‭data carrier is not human readable‬ A ‭Both banks and Post Bank accept magnetic‬‭tapes, floppy disks‬‭(also magnetic‬ ‭tape cassettes) with payment orders, but also payment orders that electronically‬ ‭are sent by telephone line (usually ISDN lines). The data carriers must be‬ ‭accompanied by an authorized officer signed‬‭guidance and assignment letter‬‭).‬ ‭Can the person to whom the accompanying and order letter is submitted for‬ ‭signature sign this letter with confidence, despite the fact that he cannot read the‬ ‭data carrier on which the payment orders are placed?‬‭This question can be‬ ‭answered affirmatively if the system of internal control with regard to accounts‬ ‭payable administration, the payment process and the organization of data‬ ‭processing is sufficiently strong.‬‭Due attention should‬‭be paid to the following‬ ‭points:‬ ‭-‬ ‭Only checked and approved invoices are‬‭processed by the system accepted‬‭as guilty.‬ ‭-‬ ‭The fixed file data only contains the correct name and address details with‬ t‭he associated account numbers.‬‭This is achieved by‬‭having this data‬ ‭entered by a‬‭file manager,‬‭who does not belong to the‬‭Accounts Payable‬ ‭department and who has the exclusive right to add new data or change or‬ ‭delete existing data.‬ ‭-‬ ‭After the creation of the data carrier with the payment orders, a person other‬ t‭han the person who produced this data carrier,‬‭a printout‬‭of this data carrier‬ ‭using a separate program.‬ ‭-‬ ‭As far as internal control is concerned, data processing (in the computer center) is‬ ‭s urrounded by the necessary guarantees.‬ ‭-‬ B ‭ ecomes periodic‬‭a creditor list manufactured‬‭that is‬‭checked for reconciliation‬ ‭with the general ledger, for age and for expiry.‬‭If necessary, the main administration‬ ‭or the internal audit department sends balance‬‭notes‬‭.‬