Keeping track of your scanned supplier invoices can be tricky. Here’s how to keep them organised on your computer.

Create a folder called Accounts Payable and add three sub-folders. This will help you to keep track of where you’re at each month.

Queries Folder
The queries folder contains invoices and correspondence regarding accounts that are in dispute. For example you may be querying a price on an item. The contents of this folder should be reviewed at least every month

Current Month Folder
This folder contains unpaid invoices for processing and payment. Scan and save your supplier invoices to this folder and keep them in here until paid. Name the file to include the invoice number and supplier name; this helps finding them later easy.

Processed Folder
When you’ve finished for the month move the scanned invoices from the Current Month folder to the Processed folder. There should be a separate folder for each month’s supplier invoices to keep it all organised.

If you use online file sharing software such as Dropbox you can give access to people outside your organisation such as your accountant

Remember to make sure you have robust backups in place. You can purchase online backups where the data’s located right here in NZ. Backups happen without you even knowing and it’s cheap as chips.

Example of Accounts Payable & Processed Folder.