Contract Compliance

A large provider might be charging millions of people on a weekly or monthly term for it’s services, but when it come to paying their bills, things work a little differently.

Large enterprises typically have established payment terms and processes that they use when paying bills to their suppliers and service providers. These terms are often negotiated as part of the procurement and vendor management processes and can vary depending on factors such as the industry, the supplier’s relationship with the enterprise, and market norms. Here are some common payment terms that large enterprises may use:

1. Net 30: “Net 30” is a common payment term, which means that the enterprise will pay the invoice within 30 days from the date of the invoice. This term allows the enterprise some time to review the invoice and ensure that the goods or services were received as expected.
2. Net 60 or Net 90: In some cases, particularly for larger transactions or when dealing with strategic suppliers, enterprises may negotiate longer payment terms, such as “Net 60” or “Net 90.” This provides more time for payment, but it can also be a negotiating point for suppliers looking for shorter payment cycles.
3. Early Payment Discounts: Enterprises may offer early payment discounts to suppliers as an incentive for quicker payment. For example, they might offer a 2% discount if the invoice is paid within 10 days, which can be advantageous for suppliers in need of cash flow.
4. Payment on Receipt (PoR): Some enterprises may have PoR terms, where they pay the invoice immediately upon receiving the goods or services. This is often used in industries where immediate payment is standard, such as retail.
5. Progress Payments: For long-term projects or large contracts, enterprises may establish progress payment schedules. This involves paying the supplier at specific milestones or as certain project stages are completed.
6. Consolidated Payments: Large enterprises may consolidate payments to suppliers into single or periodic payments, streamlining their accounts payable processes.
7. Electronic Funds Transfer (EFT) or Automated Clearing House (ACH): Many enterprises prefer electronic payment methods like EFT or ACH for efficiency and security. These methods can reduce processing times and lower the risk of errors.
8. Supplier Portal: Some enterprises use supplier portals where suppliers can submit invoices electronically and track payment statuses. This can enhance transparency and streamline the invoicing process.
9. Payment Approval Workflow: Enterprises often have approval workflows in place to ensure that invoices are reviewed and approved before payment is processed. This helps prevent unauthorized or erroneous payments.
10. Payment Escalation Procedures: In case of payment disputes or discrepancies, enterprises may have escalation procedures that allow suppliers to address issues through designated channels.

It’s important to note that payment terms can be subject to negotiation between the enterprise and its suppliers. Large enterprises may have standardized payment terms for certain categories of suppliers, but negotiations can lead to adjustments based on the specific supplier relationship and the terms that both parties find mutually agreeable. Additionally, regulatory requirements and industry standards may also influence payment terms in certain sectors.

How do they Avoid Paying Fake Invoices?

Avoiding payment of fake or fraudulent invoices is a critical concern for large enterprises. Fake invoices can result in financial losses, damage to the organization’s reputation, and legal consequences. Here are some strategies and best practices that large enterprises employ to mitigate the risk of paying fake invoices:

1. Verification of Supplier Information:

• Establish a thorough vendor onboarding process that includes verifying the authenticity of suppliers’ legal entities, tax IDs, and contact information.
• Maintain an up-to-date and accurate supplier database to ensure that payments are made to legitimate entities.

1. Invoice Validation:

• Implement invoice validation processes that cross-reference invoice details with purchase orders and delivery receipts to ensure that the goods or services were actually received.
• Use automated invoice matching systems to detect discrepancies between purchase orders, invoices, and receipts.

1. Purchase Order Controls:

• Require the use of purchase orders for all procurement transactions. This helps ensure that only authorized purchases are made.
• Implement strict controls to prevent the creation of fake or unauthorized purchase orders.

1. Invoice Approval Workflows:

• Establish clear and rigorous invoice approval workflows that involve multiple levels of review and authorization before payment is initiated.
• Require the use of electronic approvals to maintain an audit trail.

1. Segregation of Duties:

• Segregate duties related to procurement, invoice receipt, and payment authorization to prevent a single individual from having full control over the entire payment process.

1. Supplier Authentication:

• Implement supplier authentication mechanisms, such as requiring digital signatures or two-factor authentication for submitting invoices.
• Confirm the legitimacy of new or unfamiliar suppliers through third-party verification services.

1. Regular Reconciliation:

• Conduct regular reconciliations of payments made against invoices and purchase orders to identify discrepancies or anomalies.
• Investigate and resolve any discrepancies promptly.

1. Payment Confirmation:

• Require suppliers to confirm receipt of payments and match payment confirmations with actual payments made.

1. Employee Training:

• Train employees involved in the procurement and accounts payable processes to recognize signs of fake invoices and to follow established procedures for verification.

1. Data Analytics:
   • Utilize data analytics and anomaly detection tools to identify irregular patterns or transactions that may indicate fraudulent activity.
2. Vendor Audits:
   • Conduct periodic audits of vendor records, invoices, and payment histories to detect irregularities.
3. Invoice Verification Tools:
   • Invest in invoice verification tools that can automatically detect discrepancies, duplicate invoices, and irregularities in invoice submissions.
4. Whistleblower Hotlines:
   • Establish a whistleblower hotline or reporting mechanism for employees and suppliers to report suspicious activities confidentially.
5. Legal Support:
   • Consult with legal experts to understand and comply with relevant regulations and laws related to invoice processing and fraud prevention.
6. Collaboration with Law Enforcement:
   • In cases of suspected fraud, cooperate with law enforcement agencies and financial institutions to investigate and take legal action against perpetrators.

Preventing fake invoice payments requires a combination of robust processes, technology, employee awareness, and due diligence in supplier management. Large enterprises often have dedicated teams or departments focused on fraud prevention and compliance to address these challenges effectively.

Do Large Enterprises Still Use ‘Payment Runs?’

Yes, large enterprises often use “payment runs” as a part of their accounts payable processes. A payment run is a batch processing approach where the organization processes a group or batch of payments to multiple suppliers or vendors at once. Here are some key points about payment runs in large enterprises:

1. Batch Processing: Payment runs involve processing payments for multiple invoices or suppliers in a single batch. This batch may be generated daily, weekly, or at other predetermined intervals, depending on the organization’s practices.
2. Efficiency: Payment runs are efficient for handling a large volume of payments simultaneously, streamlining the accounts payable process.
3. Automation: Large enterprises often use payment automation systems and software to generate payment runs. These systems can automate payment processing, including generating payment files, scheduling payments, and even transmitting funds electronically.
4. Scheduled Disbursements: Payment runs allow for scheduled disbursements based on agreed-upon payment terms. This helps the enterprise manage cash flow and ensure timely payments.
5. Supplier Relationships: Large enterprises maintain a variety of supplier relationships. Payment runs help ensure that payments are made on time and according to the negotiated terms, contributing to positive supplier relationships.
6. Controls and Security: Payment runs are subject to rigorous internal controls and security measures to prevent fraud and errors. These controls may include multi-level approvals, segregation of duties, and secure transmission of payment files.
7. Payment Methods: Payment runs can include various payment methods, such as electronic funds transfers (EFTs), checks, or other payment instruments, depending on the preferences and agreements with suppliers.
8. Audit Trail: Payment runs generate an audit trail that records payment details, authorizations, and approvals. This audit trail is essential for financial accountability and compliance.
9. Reconciliation: After a payment run is executed, reconciliation processes ensure that payments made align with invoices and other documentation. Any discrepancies are investigated and resolved.
10. Reporting: Enterprises often generate reports summarizing payment run activities, including the amounts paid, payment dates, and any exceptions or issues encountered.

While payment runs are a common practice in large enterprises, it’s important to note that the exact processes and technologies used can vary. Some organizations may rely more heavily on automation and electronic payments, while others may still use a combination of automated and manual processes, especially for certain types of payments or in regions where electronic payment infrastructure is less developed. The goal remains consistent: to ensure timely and accurate payments to suppliers while maintaining financial controls.

So A Payment Run is a Spreadsheet of Payments to be Actioned by the Bank?

A payment run is not typically a spreadsheet but rather a structured batch of payment instructions that are processed electronically by a bank or payment system. However, payment runs can be initiated and managed through software or financial systems, which may involve the generation of payment files in a standardized format, such as a CSV or XML file. These files contain the payment details to be actioned by the bank or payment processor. Here’s how it generally works:

1. Payment Batch Creation: In a payment run, the organization compiles a batch of payments to multiple suppliers or vendors. This batch may include details such as the payee’s name, account number, payment amount, payment date, and any reference information.
2. Payment File Generation: The payment batch is often converted into a structured payment file in a specific format that the bank or payment system can process. Common formats include NACHA for ACH payments in the United States or SEPA for euro payments in Europe.
3. Transmission to Bank: The payment file is then transmitted to the organization’s bank or payment service provider. This can be done electronically through secure channels, such as a banking portal, a secure file transfer protocol (SFTP), or a dedicated electronic payment system.
4. Bank Processing: The bank processes the payment file, which includes verifying the payment instructions, checking account balances, and initiating the actual fund transfers to the designated payees’ accounts. This is where the bank takes the actions specified in the payment instructions.
5. Confirmation and Reporting: After processing the payment file, the bank typically provides confirmation reports to the organization. These reports confirm which payments were successfully processed and which may have encountered issues or rejections.
6. Reconciliation: The organization reconciles its records with the bank’s reports to ensure that all payments were completed accurately. Any discrepancies or rejected payments are investigated and resolved.
7. Audit Trail: Throughout the process, there is an audit trail maintained, which includes records of the payment instructions, approvals, and bank confirmations. This audit trail is important for financial control and audit purposes.

While payment runs can be managed through specialized financial software or systems, they are distinct from spreadsheets. Payment runs involve the transfer of funds and the execution of payment instructions with a financial institution, while spreadsheets are typically used for data analysis, tracking, and reporting.

It’s important for organizations to have robust internal controls and security measures in place when conducting payment runs to prevent fraud, errors, and unauthorized transactions. Automation and electronic payment methods have become increasingly prevalent in payment processing to improve efficiency and accuracy.

Does the Bank Action the Payment Run Unquestioningly?

Banks do not typically action a payment run unquestioningly. Instead, they have established processes and security measures in place to verify and process payment instructions securely. These measures are designed to protect both the organization making the payments and the bank itself. Here are some key points about how banks handle payment runs:

1. Verification of Payment Instructions: Banks will verify the payment instructions provided in the payment file to ensure they meet certain criteria, including:

• Valid account numbers: The bank will confirm that the account numbers of payees are valid and match the information in their records.
• Sufficient funds: Banks check that there are enough funds available in the payer’s account to cover the payment amount.
• Compliance with regulations: Payments must comply with local and international banking regulations, including anti-money laundering (AML) and know-your-customer (KYC) requirements.

1. Fraud Detection: Banks employ fraud detection systems to identify potentially fraudulent transactions. This includes monitoring for unusual or suspicious payment patterns and flagging transactions for further review if they raise red flags.
2. Payment Confirmation: After processing the payments, banks provide payment confirmation reports to the organization initiating the payment run. These reports detail which payments were successfully processed, any rejections, and the reasons for rejections.
3. Error Handling: If there are discrepancies or errors in the payment instructions, banks will typically reject those payments or flag them for manual review. Common reasons for rejections include incorrect account information, insufficient funds, or discrepancies between the payment instructions and the bank’s records.
4. Customer Support: Banks have customer support teams that can assist organizations with payment-related inquiries and issues. Organizations can contact the bank for assistance with rejected payments or other payment-related matters.
5. Security Measures: Banks employ strict security measures to protect payment transactions, including encryption, secure communication channels, and authentication protocols.
6. Audit Trails: Banks maintain detailed audit trails of all payment transactions, including timestamps, transaction IDs, and relevant details. These records are crucial for tracking and investigating payment activities.
7. Regulatory Compliance: Banks must comply with regulatory requirements related to payment processing. They are subject to audits and oversight by regulatory authorities to ensure adherence to financial regulations.

While banks have robust processes and security measures in place, organizations also play a critical role in ensuring the accuracy and validity of payment instructions. Organizations must provide accurate and complete payment details, review payment confirmation reports, and promptly address any discrepancies or issues that arise during the payment process.

It’s important for organizations to work closely with their banks, maintain strong internal controls, and follow best practices for payment processing to minimize the risk of errors or fraudulent transactions in payment runs.