Invoice Validation Process
1
Invoice Received
Description:
Incoming invoices received by mail, email, FAX, Print process procedure on the reverse of the invoice.
Action Taken:
Open, print invoice and date stamp
Comments:
2
Scrutinise Invoice
Description:
Check Invoice applies to a NB incident
Action Taken:
Open incident
Comments:
The VRO should always provide a job reference number which was allocated to them at the point of dispatch
3
Open Invoice Section
Description:
Open the payment section of the incident and click on the VRO's name who was assigned to the job
Action Taken:
Open Payment Section
Comments:
Be aware there may have been more than one VRO assigned to the same job. Read the notes to see if there is any queries regarding the VRO.
4
Enter the invoice
Description:
Enter the VRO invoice against their account detailing the charges being made
Action Taken:
Enter invoice
Comments:
5
Check Correct Rates
Description:
Check the correct rates are being charged. Callout and Miles for cars & vans. Hourly for commercials.
Action Taken:
Check Rates
Comments:
6
Accept / Dispute
Description:
Once entered, if the invoice is correct accept the payment, if the invoice is disputed mark as such
Action Taken:
Accept / Dispute
Comments:
7
Accepted
Description:
Payment is stored on system and processed on next payrun, paid on or around 15th of Month
Action Taken:
Acceptance
Comments:
8
Disputed
Description:
Payment is stored on system but not marked for payment. Agent sent Email or Letter detailing the invoice issues..
Action Taken:
Dispute Marked
Comments:
Monitor communication and respond to replies. Invoice cannot be paid until agreed.
9
Dispute Resolved
Description:
VRO agrees to the dispute and sends in credit note or new invoice.
Action Taken:
Enter on System, Mark accepted
Comments:
10
File Paperwork
Description:
Place the invoice in the relevant file.
Action Taken:
File Paperwork
Comments:
Two files, Accepted awaiting payment. Declined awaiting response.