Sorting Mail Mail received Throw away junk mail Sort out groups of 5 or more of the same vendor to speed the process Is it Inter-department mail? yes Route to the appropriate person or section of A/P no Sort into the groups A-F, G-N, O-Z. Each team is assigned a letter group. Start opening mail process

Opening Mail Open mail yes Forward to Vendor Relations Is the date over 35 days past due? no Is it a vendor statement ? Forward to Vendor Relations yes no Is it a check? yes Forward to Cash Management with envelope Is it a vendor address change? yes Forward to Purchasing no Was invoice paid by credit card? Is the total zero? Throw invoice away yes no Is there a PO? yes Highlight PO Is the PO incorrect? Stamp invoice with audit box Type form one letter Staple form one on top of invoice Place form one in auditing section no Is the invoice being returned with a form one letter? Copy the invoice if needed yes Correct the date in previous audit box Staple copy to back Expedite to auditors yes no Check and highlight terms Is at least 10 dollars saved or is the invoice ‘special’? Expedite to auditors yes Was an invoice copy sent? no Copy the original no yes Staple copy to back of original Stamp original with audit box Was extra detail sent? yes Stamp original with ‘Detailed Attached’ stamp Staple detail to back of original, then staple copy Count the invoice no Start alphabetizing process Stamp invoice with audit box Stamp invoice with ‘Special Handling’ stamp Copy invoice if needed Note: If the invoice is more than one page, the last page is stapled on top of the others and then stamped with an audit box. The PO and terms must be on the final page and highlighted as well. Copies and originals are first stapled separately and then stapled together Is it a returned form other than a form one? yes Forward to Vendor Relations Was invoice paid by credit card? Is the total zero? no ‘Special’ invoices include invoices for animals, hay, gas, alfalfa, milk, and alcohol

Alphabetizing Begin Alphabetize by vendor Are there multiple invoices with the same vendor? Sort those invoices by purchase order no Bind each letter of the alphabet together yes Bind each section of letters together in a group Attach sheet with team & date the group is supposed to be put on the AP Audit shelf Put group on AP Audit shelf