Episode 18: US Based Entities - Explanations for Non-US Vendor Validations

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Stay Tuned.  In last week’s Blog Post entitled: “Table:  Non-US vs US Vendors for US Based Entities”  it was a short one where I list a table that showed the different forms, tax numbers as well as the different validations for the address, banking and watch lists.  On today’s podcast I will go into more detail about validations for Non-US Vendors for US Based Entities.  

Subscribe today to be entered into the subscriber only monthly drawing to win a free Putting the AP in hAPpy Coffee Mug. 

Reference Links: ·       

  • Blog Post:  “Table:  Non-US Vendor Setups vs US Vendor Setups For US Based Entities” http://bit.ly/2tnAVEf

 

#stayhappy #puttingtheapinhappy #vendorsetup #acccountspayable #fraud #areyourvendorsreal #podcast

 

 Music Credit:  www.purple-planet.com

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Episode 17: Three Fictional Stories and a Documentary on Internal and External Fraud

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Sometimes it’s not easy explaining what I do to those outside of the Accounts Payable function.  To explain it to a group of businesses owners today, I presented three fictional stories about employees that work in the Accounts Payable Function and are about to have a bad phishing or ethical day.  And I thought it would be fun to share it with you. I will then follow-up up with a true story about a Comptroller, a small town, and misuse of public funds that is in a documentary available as of this podcast date on Netflix, so if you need some entertainment while you’re inside on what for some of us will be a cold weekend, it will be good entertainment.  

Subscribe today to be entered into the subscriber only monthly drawing to win a free Putting the AP in hAPpy Coffee Mug.   

Reference Links:  

  • Documentary: “All the Queen’s Horses” Netflix http://bit.ly/2GfSjmR  

  • Vendor Validation Reference List:  www.debrarrichardson.com - Scroll to footer. 

  • Podcast:  Subscribe and leave a review on iTunes, Google Play, Stitcher, Spotify, TuneIn, SoundCloud, YouTube or Alexa 

 

#stayhappy #puttingtheapinhappy #vendorsetup #acccountspayable #fraud #areyourvendorsreal #podcast 

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Episode 16: Treat Inactive Vendors the Same as New Vendors

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In my blog post published Thursday, January 31st, titled “Vendor Master File: When an Existing US Based Vendor Changes Their Legal Name or Tax ID or Both” I discussed how to update the vendor record when existing vendors make those changes.  I am going to continue talking about these in this podcast by talking about the process to reactivate an inactive vendor, and it’s those inactive vendors that may have had Legal Name or Tax ID changes while they were inactive and not doing business with your company.   Don’t miss the end, an Amazon Alexa command can now find the Putting the AP in hAPpy podcast and I will tell you the quick 5 steps to listen on your Echo.  The podcast is also now on SoundCloud. 

I also reveal the subscriber that won the  “Putting the AP in hAPpy” coffee mug on Feb 1st.  Subscribe today for weekly content, subscriber savings and subscriber bonuses. 

Reference Links:

 

#stayhappy #puttingtheapinhappy #vendorsetup #acccountspayable #fraud #areyourvendorsreal #podcast

 

 Music Credit:  www.purple-planet.com

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Episode 15: 5 Lessons Learned Implementing a Vendor Self-Registration Portal

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Vendor Setup & Maintenance

Vendor Setup & Maintenance

In last week’s podcast Episode 14 “Episode 14: 2 Ways to Partner with Systems/IT to Protect Sensitive Vendor Data from Non-Vendor Maintenance Employees” published on Sunday, January 21, 2019, I talked on about how a vendor self-registration portal can be the answer to prevent sensitive vendor data from Non-Vendor Maintenance employees.  On today’s podcast I am going to talk about 5 lessons learned from implementing a Vendor Self-Registration Portal at a Fortune 15 company for 140K Active Vendor Records across 5 Systems.

Don’t miss out on chance to win a “Putting the AP in hAPpy” coffee mug at the end of the show. 

Reference Links:

 
 

 

#stayhappy #puttingtheapinhappy #vendorsetup #acccountspayable #fraud #areyourvendorsreal #podcast

 

 Music Credit:  www.purple-planet.com

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Episode 14: 2 Ways to Partner with Systems/IT to Protect Sensitive Vendor Data from Non-Vendor Maintenance Employees

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Vendor SEtup & Maintenance

In my blog post titled “2 Processes You Can Implement Today To Protect Sensitive Vendor Data from Non-Vendor Maintenance Employees” published Thursday, January 17, 2019, I described how Secure Print and Desk Audits can help protect the vendor master file from fraud by keeping sensitive vendor data secure. 

Today’s podcast will include two extra ways to protect your vendor sensitive data that involve the IT team. You will want to listen to the end where I describe my experience with Non-Vendor Maintenance employees collecting vendor supporting documentation to submit to Vendor Maintenance.  What do you think those employees are doing with the documents after they submit to Vendor Maintenance?  Hint, they are not safely disposing of that data.  

Don’t miss out a chance to win a “Putting the AP in hAPpy” coffee mug at the end of the show. 

Additional Vendor Setup & Maintenance Resources

 

#stayhappy #puttingtheapinhappy #vendorsetup #acccountspayable #fraud #areyourvendorsreal

 

 Music Credit:  www.purple-planet.com

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Episode 13: SMBs – What a Fraud Risk Management Program Can Look Like For You

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Vendor Setup & Maintenance

Vendor Setup & Maintenance

Show Notes

On today’s podcast my guest is Linda Stacey, CFE.  Linda is a Certified Fraud Examiner that was a guest blogger this week with the blog “SMBs - Why You Need a Certified Fraud Examiner (CFE) and a Fraud Risk Management Program” published on Thursday, January 10, 2019 at www.debrarrichardson.com.  She is here to go into more detail on the Fraud Risk Management Program which includes the Association of Certified Fraud Examiners ACFE’s Fraud Risk Assessment and the Fraud Prevention Checkup.  Don’t miss out on the special discount and a chance to win a “Putting the AP in hAPpy” coffee mug at the end of the interview. 

Vendor Setup & Maintenance Additional Resources: 

 

#stayhappy #puttingtheapinhappy #vendorsetup #acccountspayable #fraud #areyourvendorsreal

 

 Music Credit:  www.purple-planet.com

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Episode 12: What Role Can P-Cards Play to Avoid Fraud in Your Vendor Master File

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Today’s podcast is inspired by my blog post “Why You May Need a Manual Vendor Process with Your Vendor Portal” published Thursday, January 3, 2019 at debrarrichardson.com.  While a manual process may be unavoidable in certain scenarios, my guest today Lynn Larson will talk about P-Cards and if they can be an alternative to setting up vendors in the Vendor Master File, avoiding the manual vendor process.   

  • What are P-Cards?

  • How are P-Cards Processed?

  • Can the use of P-Cards reduce the volume of 1099s issued?

And more….

 

Vendor Setup & Maintenance Additional Resources: 

  • Blog Post: “Why You May Need a Manual Vendor Process with Your Vendor Portal” http://bit.ly/2rZ4H1n

  • NAPCP –  The NAPCP is a membership-based professional association committed to advancing Commercial Card and Payment professionals and industry practices worldwide  https://www.napcp.org/

  • Recharged Education – Lynn Larson:  Recharged Education focuses on Purchasing Cards (P-Cards) and other Commercial Cards, offering training, consulting and educational resources. Commercial Card. www.recharged-education.com

  • Vendor Validation Reference List:  www.debrarrichardson.com - Scroll to footer.

  • Podcast:  Subscribe and leave a review on iTunes, Google Play or YouTube

  • Need Help Cleaning the Vendor Master File?  Visit www.debrarrichardson.com/consulting

  • Need Vendor Master File training?  Visit www.debrarrichardson.com/training

  • Need Accounts Payable Gifts:  Visit www.debrarrichardson.com/shop - Are you, your co-workers or your team Putting the AP in hAPpy?

 

#stayhappy #puttingtheapinhappy #vendorsetup #acccountspayable #p-cards #re-chargededucation

 

 Music Credit:  www.purple-planet.com

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Episode 11: Can’t Process That Vendor Request? Here are 8 Ways to Handle the Internal Team Member or Vendor

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Today’s podcast is a follow-up to the Blog Post “Urgent Vendor Setup? Here’s How to Protect Your Vendor Master File” and discussing 8 ways to handle the Internal Team Member and Vendor when you cannot process the request for a new vendor add or change to an existing vendor. 

Vendor Setup & Maintenance Reference Links

 

#stayhappy #puttingtheapinhappy #vendorsetup #acccountspayable #aprequest

 

 Music Credit:  www.purple-planet.com

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Episode 10: This is What Can Happen When an AP Practioner Solves the Biggest AP Question

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Today’s podcast is a conversation with Jason Widmann, a Director of Accounts Payable.  We will discuss how he developed a new tool to reduce both live calls and emails, to solve a pain point with the highest volume of AP inquiries - fielding questions on the status of invoices.  And since he is from AP, he developed the cloud-based software with three key elements in mind to make it easier for AP teams to implement: 

·         Adoption by Vendors

·         Implementation Timeline

·         Cost $$

Listen to the podcast to learn more about the AP reQuest cloud based solution.  Stick around to the end, because at the end of the interview, Jason gives an exclusive offer to listeners of this podcast. 

Vendor Setup & Maintenance Additional Resources: 

 #stayhappy #puttingtheapinhappy #vendorsetup #acccountspayable #aprequest

  Music Credit:  www.purple-planet.com

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Episode 9: Vendor Validations Using the Data on Invoices, Banking Forms, Contracts and Vendor Emails

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Today’s podcast is a follow-up to my blog post “7 Validations Using the Data from the IRS W-9 Form”.  I will discuss validations that are recommended for the vendor data on Invoices, Banking Forms/Letterhead, Contracts/SOWs, and Emails.  At the end I will share with you how you can get your own free Vendor Validation Reference list with resource links that you can share with your team and put up in your office or cubicle as a quick reference. 

Vendor Setup & Maintenance Additional Resources: 

  • FTC Cyber Security for Small Businesses:  Tech support scams:  https://www.ftc.gov/news-events/blogs/business-blog/2018/12/cybersecurity-small-business-tech-support-scams

  • Blog Post: “7 Validations Using the Data from the IRS W-9 Form” http://bit.ly/2BfoyO9

  • Blog Post: “Send a Notification to Vendors After Updates in the Vendor Master File” http://bit.ly/2AvIYDu

  • Vendor Validation Reference List:  www.debrarrichardson.com - Scroll to bottom.

  • Podcast:  Subscribe and leave a review on iTunes, Google Play or Youtube

  • Need Help Cleaning the Vendor Master File?  Visit www.debrarrichardson.com/consulting

  • Need Vendor Master File training?  Visit www.debrarrichardson.com/training

  • Need Accounts Payable Gifts:  Visit www.debrarrichardson.com/shop - Order now for free shipping through Monday, December 17th to receive before Christmas.

 

#stayhappy #puttingtheapinhappy #vendorsetup #acccountspayable

 

 Music Credit:  www.purple-planet.com

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Episode 8: Two Case Studies on Occupational Fraud & How Internal Controls Could Have Prevented Them

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Today I will be discussing two case studies of occupational fraud in vendor payments, both which were reported in the news in November and they could not be more different – One was a government entity, the other was a for-profit entity.  One perpetrated by a woman, the other by a man.  One where the payments were made by check and the other where the payments were made by ACH.  One stole thousands, the other stole millions. 

Follow along as I review what internal controls and best practices could have prevented or reduced losses.  I will also compare these two case studies to see how they stack up against the Association of Fraud Examiners (ACFE) 2018 Report to the Nation’s infographic metrics on occupational fraud.  

Vendor Setup & Maintenance Additional Resources: 

  • Blog Post: “Segregation of Duties in Accounts Payable for SMBs ” www.debrarrichardson.com/blog/

  • Case Study #1:  First Coast News: “St. Johns sheriff’s finance director jailed after $600,000-plus in false payments uncovered.” November 21, 2018. https://fcnews.tv/2BL2Hj0

  • Case Study #2:  USA Today: “Former Tesla employee indicted for alleged $9.3-million embezzlement scheme.”  November 9, 2018.  http://bit.ly/2BM7NvC

  • Association for Certified Fraud Examiners 2018 Report to the Nations Infographic: 

  • Tulsa Gift Card Scam:   “Tulsa police investigating after two local businesses are scammed” http://bit.ly/2BMjLoN

  • Podcast:  Subscribe and leave a review on iTunes, Google Play or Youtube

  • Need Training:  3 Step Vendor Setup & Maintenance Process eGuide and Online Courses at www.debrarrichardson.com/training

  • Accounts Payable Gifts: www.debrarrichardson.com/shop

ACFE 2018 Report to the Nation InfoGraphic.jpg

 

#stayhappy #puttingtheapinhappy #vendorsetup #acccountspayable

 

 Music Credit:  www.purple-planet.com

Episode 7: Interview with Mary S. Schaeffer, AP SME

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This is a special episode! I am interviewing the person that gave me my foundation for Accounts Payable – Mary S Schaeffer.  We discuss:

  • The most critical AP topics from in her first newsletter in 1995 and today.  Hmnm – are they the same?

  • Why the human component needs to be partnered with any digital solutions to combat fraud.

  • How Invoice Automation solutions have evolved making it accessible to SMBs.

  • Lifelong learning and the Accounts Payable professional > Digital solutions > AI, Robotics, Cryptocurrencies and blockchain.

  • Best way to learn about today’s AP Automation tools

  • And much more. 

Vendor Setup & Maintenance Additional Resources: 

 

  • AP-Now: Share business intelligence. sign up for memberships, webinars, articles, etc. Click on link above.

    • Book:  101 Best Practices

    • Book:  Fundamentals of Accounts Payable

  • Podcast:  Subscribe and leave a review on iTunes or Google Play

  • Vendor Master File Training/eGuide:  3 Step Vendor Setup & Maintenance Process:  www.debrarrichardson.com/training

  • Accounts Payable Gifts: www.debrarrichardson.com/shop

 

#stayhappy

#puttingtheapinhappy

#Vendorsetup

 

 Music Credit:  www.purple-planet.com

Episode 6: Building Your Personal Brand: How Are You “Putting the AP in hAPpy?”

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Take advantage of an opportunity to grow your personal brand.  Listen today to see how you can share your story of how you are Putting the AP in hAPpy and have a chance to win an “I am Putting the AP in hAPpy”  coffee mug.    

Vendor Setup & Maintenance Additional Resources: 

#stayhappy #puttingtheapinhappy #Vendorsetup #accountspayable

 

 Music Credit:  www.purple-planet.com

Build Your Personal Brand!

Build Your Personal Brand!

Episode 5: 4 Recommendations for Compensating Controls in Absence of Segregation of Duties to Protect the Vendor Master File from Fraud

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Is your Accounts Payable team too small to comply with Segregation of Duties?  Listen today to 4 recommendations that may help your company develop compensating controls.

Vendor Setup & Maintenance Additional Resources:   

·         Blog Post: “AP & Procurement:  Owning the Vendor Master File — Vendor Setup & Maintenance” http://bit.ly/2Qdyv4X

·         Public Company Accounting Oversight Board (PCAOB) https://pcaobus.org/Standards/Auditing/Pages/AU319_Appendix.aspx

·         Podcast:  Subscribe and leave a review on iTunes or Google Play

·         Training:  3 Step Vendor Setup & Maintenance Process:  www.debrarrichardson.com/training

·         Accounts Payable Gifts:  www.debrarrichardson.com/shop

 Music Credit:  www.purple-planet.com

#stayhAPpy #puttingtheAPinhAPpy #vendorsetup #vendoronboarding #accountspayable

Episode 4: 3 Scary Vendor Setup Scenarios: How to Protect Your Vendor Master File from Fraud

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How do you handle these 3 “scary” vendor setups?

  1. Urgent New Vendor Setup or Vendor Change with No Supporting Documents

  2. Vendor Name Change

  3. Payments Outsourced AR to a 3rd Party Vendor

Listen for my recommendations. Revise/Adjust based on your company processes and industry requirements.

Vendor Setup & Maintenance Additional Resources: 

 Music Credit:  www.purple-planet.com

#stayhAPpy #puttingtheAPinhAPpy #vendorsetup #vendoronboarding #accountspayable

Episode 3: Fake Charities: How to Protect Your Vendor Master File from Fraud

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Make sure the Charity is legitimate before setting them up in your vendor master file. Listen to this podcast to learn where and how to validate. For Accounts Payable teams and individuals alike.

Vendor Setup & Maintenance Additional Resources: 

·     Music Credit:  www.purple-planet.com

#stayhAPpy #puttingtheAPinhAPpy #vendorsetup #vendoronboarding #accountspayable

Episode 2: Social Engineering: Four Internal Controls to Combat Vishing and Protect the Vendor Master File from Fraud

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In Episode two l discuss a Social Engineering attack called Vishing and four (4) internal controls that can be used to protect the Vendor Master File from this type of scam.

Vendor Setup & Maintenance Additional Resources: 

Music Credit:  www.purple-planet.com

#accountspayable #vendorfraud #vendorsetup #stayhAPpy #puttingtheAPinhAPpy #vendoronboarding

Episode 1: 5 Ways to Celebrate Your AP Career During AP Appreciation Week

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Welcome to the first episode of Putting the AP in hAPpy podcast where Accounts Payable team members are empowered to protect the vendor master file from fraud. Let’s kick off the start of AP Appreciation Week with a great big thank you to all the AP team members and look at 5 ways you can celebrate your career during AP week.

Join my mailing list for a chance to tell me your “vendor” story - an accomplishment that you are proud of in AP for a chance to be interviewed for an upcoming episode.

Stay hAPpy!

Vendor Setup & Maintenance Additional Resources: 

  • Accounts Payable Association (APA): www.ap-association.com

  • Institute of Finance and Management (IOFM): www.iofm.com

  • Institute of Financial Operations (IFO): www.financialops.org

  • Training:  3 Step Vendor Setup & Maintenance Process:  www.debrarrichardson.com/training

  • Accounts Payable Gifts:  www.debrarrichardson.com/shop

Music Credit:  www.purple-planet.com

#stayhAPpy #puttingtheAPinhAPpy #vendorsetup #vendoronboarding #accountspayable

Crossing Finish Line-My 1st Half Marathon

Crossing Finish Line-My 1st Half Marathon