Effective Accounts Payable and Document Management

This assignment delves into the significance of efficient Accounts Payable (AP) processes in maintaining good relationships with suppliers. It emphasizes the need for timely payment and accurate invoicing to establish trust. Additionally, it highlights the importance of record keeping compliance with WHS models and document management standards. The assignment provides a template for contract forms and discusses training on standard templates and macros. It also touches on the flexibility needed in documentation standards due to changing business needs and technological advancements.

Running head: LEADERSHIP MANAGEMENT
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Name of the student:
Name of the University:
Author Note

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Answer 1
The documents developed must be in compliance with laws related to ant discrimination
and privacy statements of organizations. Further it is to be stated that the documents developed
must be available to the public. Documents must be checked by legal advisors for ensuring the
inclusion of specific disclosures such as copy right and trademark. Further it is to be stated that
documents must aim to inform the customers about the privacy policy of the organization.
Documents must use encryption for the purpose of protecting customer information. Councils
must have in place a range of elements that will support good practice in managing every one of
their diverse range of contracts. Improving practice across the range of contract types and
contract managers involved requires a holistic planned approach, such as that demonstrated
successfully by many Councils in improving OH&S performance over recent years.
Key Organisational Elements for Consideration:
Leadership
Councils should prioritise contract management and provide leadership at all levels
across all Departments to ensure buy-in and a commitment to improvement. Key areas for
consideration include:
• Clear overall ownership of contract management is established across the
organisation, with a Senior Officer charged with responsibility for driving organisation-wide
contract management performance.
• Oversight and support for contract management practice and performance is
assigned to the Procurement Team to ensure a co-ordinated and consistent approach.

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• Contract Management Guidance and Procedures should be aligned with the
procurement policy and integrated with the procurement manual and any other relevant
processes.
• Appropriate systems and processes are in place to capture and report on key data
and lessons at a project, category and organisational level.
• Regular reporting to the Executive Group should take place on contract
management performance, issues and opportunities.
Answer 2
There are many types of documents, that are used by organizations for the conduct of
business and for the purpose of maintaining records. However, it is to be mentioned that
documents required to be maintained depend upon the nature of the business carried on the
organization. Examples of such documents include:
 Tenders
 Spreadsheets and databases
 Flyers and brochures
 Booklets
 Web pages
 Business forms and letters
 Awards and certificates

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Answer 3
It can be said that initially a template of a document is to be made. Making a template of the
document gives such document a structure. After making the template, such template is to be
filled with the relevant details. Reviewing the document after incorporating all the details in the
template is essential to identify whether such document meets the standards of documentation.
The policy and procedure development and review cycle involves six steps:
1. Development or Amendment- Establish the need, identify the Responsible Officer who
will then undertake research and analysis, undertake benchmarking and draft the policy
or procedure.
2. Consultation- The Responsible Officer conducts appropriate consultation, and redrafts the
policy or procedure as appropriate.
3. Review and Finalization- The Responsible Officer will seek expert advice as required.
4. Endorsement and Approval- The Governing Authority endorses the policy or procedure,
which is then considered and approved by the Approval Authority (Vice-Chancellor or
delegate).
5. Communication and Implementation- The Responsible Officer will communicate and
implement the policy or procedure, and publish the policy or procedure on ACU’s Policy
Content Management System.
6. Continual Improvement and Review- The Responsible Officer will ensure there is
periodic monitoring and reviewing of the policy and/or procedure.

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Answer four
The injury or incident form to be developed must contain the column for name of the
employee who sustained the injury. There has to be a space for providing the date of the injury.
The Injury report form must contain the space for providing the details of the employee who
sustained the injury such as his name, position. The injury report form must provide space for the
description of the incident due to which the injury was sustained. It must also have the space
signatures of the witnesses of that incident. Incident injury report form is illustrated below:
Accident Investigation Report Form
EMPLOYEE DETAILS
Name: ____________________________ Position:_____________________________
Address: _______________________________________________________________
INJURY DETAILS
Date of accident: ___________ Time: ________ Date Reported: __________ Time: _________
Date ceased work: __________ Time: __________ Supervisor: __________________________
Time lost (to date): ___________________ Time lost (anticipated overall)
__________________
Medical Treatment required:

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Nature and extent of injury
Part of body
injured
□ Head □ Trunk □ Multiple
□ Eyes □ Arm □ General
□ Neck □ Leg □ Unspecified
Nature of injury
□ Sprain □ Laceration □ Burn
□ Fracture □ Concussion □ Superficial
□ Multiple □ Dislocation □ Amputation
□ Contusion □ Other
Type of incident
□ Flying
object
□ Manual handling □ Electricity
□ Struck by □ Poisons □ Fall
□ Caught in □ Temperature □ Other
Describe the events leading up to the injury and how the injury occurred
(witness or injured person’s statement).

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Answer Five:
It can be stated that the injury form complies with the WHS legislation as it provides
space for the description of the incident which is held to be the cause of the injury. Only
modifiable incidents are to be recorded for example a severe injury sustained by a person, death
of a person The injury report form covers the following:
a) location of incident or injury;
b) site contact person’s name, job title and phone number(s);
c) general details of what happened;
d) time and date the incident or injury occurred;
e) name of employer;
f) employer’s relationship to the work site (owner, prime contractor, contractor or supplier);

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g) injured worker’s name, date of birth, and job title (if applicable); and
h) name and location of hospital the worker was taken to (if applicable).
Answer 6:
Section 274 of Work Health and Safety Act 2011 provides the Work Health and Safety
Codes of Practice 2011 which organizations must comply with. Section six of the
aforementioned code deals with the requirements of keeping records (Workplaceohs.com.au
2018). Such records must include identification of hazards, the frequency of implementation of
control measures and plans for change. WHS records and data include but are not limited to
completed copies of forms, checklists, risk assessments contained in the WHS management
system. Additionally, WHS records may include externally produced documentation such as but
not limited to material safety data sheets, external WHS audit reports, health surveillance records
or workplace monitoring reports. Whether a record is stored locally or centrally in electronic or
hardcopy form, the records shall be traceable. The record is required to be assigned a unique
identifier, for example, Oracle Universal Records Management system assigned sequential
numeric number, in accordance with the UOW Records Management Guideline. Traceability of
a record will come from identification methods, e.g. alpha numeric, sequential numbering,
computer generated and managed record management. Any document listed as having privacy or
confidentiality properties shall have its access restricted to personnel with legitimate business
needs. For example, restricted access for hard copy records includes using a locked filing
cabinet, electronic records includes password encryption or restricted access via electronic
workgroups. Access to records is for persons authorized to access such records, e.g. central
records are restricted and may only be retrieved by a member of the WHS Unit. Electronic

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records are controlled by levels of security on the specific electronic system. Changes to security
levels can only be made in accordance with IT Security Policies. Further information on ensuring
protection of records against damage, deterioration and loss is available in the UOW Records
Management Guideline.
Answer 7
These questions aim to provide feedback of the staff which is related to the usability of
documents. A questionnaire is a set of questions written to acquire qualitative or quantitative
data from specific respondents. The question made are given choices of answers, one being the
best answer among the rest or only one answer considered as true.
Questionnaires are usually used in surveys, exams, and in market research studies.
Questionnaires have been used as an instrument in a research study as this helps in gathering
information that are factual and are useful in a specific research study. The main importance of a
questionnaire is to acquire the most accurate result or information as possible.
Designing a Questionnaire
Questionnaires are designed according to how they are intended to be used and answered.
They can be an interview-type questionnaires or a rating-scale-style questionnaire. Whatever
the outline of your questionnaire, be sure to hit all the right points for an effective questionnaire.
 Meet the purpose or objective of the questionnaire.
 Make use of the most complete and accurate data or information as possible.
 Format questionnaires to be simple and easy for respondents to understand and achieve
answers that are accurate as possible.

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 Make questions short and precise.
The questionnaire to be developed will have the questions as enumerated below for the purpose
of obtaining feedback from the staff.
 Do you understand the importance of documents?
 Are documents significant for the purpose of keeping relevant information?
 Do you find the process of documentation complex?
 Do you think the documents are written in lucid language?
 Do maintain a record of the actions undertaken by you?
These questions aim to provide feedback of the staff which is related to the usability of
documents.
Answer 8
It is to be stated that on one occasion I had received feedback from the staff that they
were facing some difficulty in understanding the legal and organizational procedures contained
in the document as the same were written in complicated language and involved the usage of
legal terms which were beyond the understanding of the staff. Further it is to be stated that the
process of documentation had been perceived to be complex by the staff. Thus I had to make
minor changes to the template of the documents and ensured that they were clearly understood
by the staff.
Answer 9

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An invoice is simply a statement of goods or services provided and a statement of the
sum due for these. The Australian Taxation Office has requirements for the details that must
appear on an invoice, some of which depend on your business structure and forecast turnover
(Ato.gov.au 2018). A professional-looking invoice not only helps to legitimize a business, it
helps you to get paid.
The draft invoice should include the space for the name of the seller, the name of the
person to whom the goods are being sold to. It should also contain the date, invoice number,
customer preference number, terms of payment, terms of sale. Such invoice should have a space
description of the product and total commercial value of the product. Depending on the type of
work that is being billed, a description of the work that was done should be listed. For example,
if the invoice is for a certain product, the product name, quantity, per-unit price and total price
should be listed on the invoice, typically in columns that run vertically on the page.
The Invoice sample is illustrated below:

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Answer 10
Explanatory notes are to be written out to the staff who would be handling the draft
invoice. Such explanatory notes must contain the following:
 Name and address of the suppliers- Name and address of the supplier of goods or
services.
 Description of the service- formation about quantity and exact identification of the
supplied goods (product number if available) and nature and volume of other supplied
services where applicable
 The delivery date- Date of delivery or other performance or period to which the
performance is related.
 Price- Net amount for the supply concerned or other performance. The currency should
also be specified.
 Rate of tax- Information on tax rate(s) or reference to exemption from tax if applicable.
 Reference to reverse charge- Invoices for construction activities or other services
provided by foreign entrepreneurs (for example, advertising, counseling, data processing)
must contain a reference to the reverse charge mechanism.
 Date of issue- The date of issue of the invoice should not be later than in the month
following the supply/performance.
 Name of the recipient- Name and address of the customer or recipient of the service (=
client). Any identification enabling a clear determination of the name and address is
sufficient
 Tax amount- Amount of the price which is tax. In charging supplies and other
performances with various tax rates, the prices and amounts of tax must be divided by

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rates. Specifying them in a single sum is permissible only if the tax rate is given for each
item of the invoice.
 Serial number of invoice- The invoice must contain a serial number with one or several
numerical series which are used only once for identification purposes. A special
numerical series can be used for credit notes. Credit note recipient is not required to use a
special serial number for a credit note. Invoices for small amounts can be included in a
numerical series.
 VAT IDENTIFICATION NUMBER OF THE SUPPLIER- The VAT identification
number must be specified at the time of claiming input VAT. If a missing VAT
identification number is supplemented within one month, the invoice is recognized as a
tax document retrospectively. If it is supplemented later, the input tax can be claimed
only when all the essential elements of the invoice are supplemented. The recipient is not
required to check the VAT identification number for substantive accuracy
Answer 11
It is to be stated that the information presented in the draft invoice can be explained by a
presentation. For the purpose of presenting the information in the invoice draft at team leaders
meeting all the relevant details of the invoice need to be discussed such as the details of the
supplier and recipient, the price and quantity of the goods and other relevant information. Such
information is to be presented in tabular form for better understanding.
Answer 12

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It is primarily essential to examine and identify the information regarding the purchase of
the commodity by the customer for preparing the invoice. Therefore while preparing the draft it
is essential to focus that there is space provided for all the relevant details about the purchases.
The second step involves incorporating the logo of the company and the contact number of the
company. The third step involves making it look unique while keeping it cost effective. The
fourth step would involve receiving feedback about such draft involve from the staff by
questionnaires. The fifth step would be to Look at the name, address and Tax ID number of the
vendor to be sure it matches your contractor paperwork. If any of the information does not
match, contact the vendor for an explanation. Any vendor name or address change is crucial data.
An unrecognizable tax ID number may be a typo or reflect a change in vendor ownership. But
there is always the chance that the vendor is involved in financial shenanigans. While it may not
be the responsibility of the person who has drafted the invoice, to take action in such an instance,
it is best to be forewarned. The sixth would be to Check those dates against dates of past invoices
in another effort to guard against being billed for the same work twice.
Answer 13
The Accounts Payable (AP) process inevitably impacts the trust between an organization
and its suppliers. Honoring the agreed-upon payment terms for paying bills on time and
accurately builds trust with suppliers. Favorable relations with suppliers are critical because they
not only bring in the goods and services for your business, but they can also provide valuable
trade credit and even ideas for new methods and products. As such, the right partners can play an
important role in improving the overall Supply Chain Cycle.

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The act of circulating the draft invoices among the staff of the company to receive their
feedback and the act of taking into account all the relevant details of the purchase would save
money for the organization. Improve EDI (Electronic Data Interface) / e-Invoicing –
Technology-enabled accounts payable processes will significantly reduce delays and data entry
errors through electronic or digital Invoices while minimizing paper invoices.
Answer 14
The documents to be maintained for the purpose of keeping records must be in
compliance with the WHS models (Business.gov.au 2018). It is to be stated that record keeping
requirements around Australia is governed by the OHS and WHS legislation. Therefore the
documents produced must cover all the relevant sections of operations of organizations. For
evaluating documentations standards it is essential to:
 Identify organizational requirements for information entry, storage, output, and quality of
document design and production
 Evaluate organization’s present and future information technology capability in terms of
its effect on document design and production
 Identify types of documents used and required by the organization
 Establish documentation standards and design tasks for organizational documents in
accordance with information, budget and technology requirements.
 To ensure that documentation done is in compliance it is important to:
 Prepare explanatory notes for the use of standard templates and macros using content,
format and language style to suit existing and future users

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 Develop and implement training on the use of standard templates and macros and adjust
the content and level of detail to suit user needs
 Produce, circulate, name and store master files and print copies of templates and macros
in accordance with organizational requirements
Answer 15
An effective policy and procedure manual is an essential management tool. As a piece of
required reading for all employees, it states business goals and policies and communicates
appropriate standards of action and behavior for all employees.
It is to be mentioned that needs of organizations are changing every day. With the
changing nature of business of organizations, it is important to have a flexible documentation
standard. With the advent of technology the documentation process has drastically changed.
Nowadays all records of documents are kept in digital formats and thus the information
contained in the documents remains preserved.

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CONTRACT FORM
CLIENT INFORMATION
Name of the Client:
Address of the Client: City: State: Zip:
Email of the Client:
Phone no.:
Description of Services to be provided:
Signature:
Promisor’s Signature
________________________________________ _______________
Proisor’s name(printed) Date:
________________________________________ _______________
Payee’s Signature: Date:
________________________________________ _______________
Payee’s Printed Name: Date:
________________________________________ ________________

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Date:
Bibliography:
Ato.gov.au. (2018). Home page. [online] Available at: https://www.ato.gov.au/ [Accessed 12
Mar. 2018].
Business.gov.au. (2018). Work Health and Safety (OHS) acts, regulations and codes of practice.
[online] Available at: https://www.business.gov.au/info/run/workplace-health-and-safety/whs-
oh-and-s-acts-regulations-and-codes-of-practice [Accessed 12 Mar. 2018].
Workplaceohs.com.au. (2018). Workplace OHS | Record Keeping Legislation | OHS Legislation.
[online] Available at: http://workplaceohs.com.au/legislation/record-keeping [Accessed 12 Mar.
2018].