Fraud prevention for new vendors & vendor changes

For fraud prevention: Stronger/Better visual on invoices when vendor information has changed.

• In the To Approve and Pending invoice workflow, there should be an icon next in the 2nd column (like the yellow notes or recurring item icons) that indicate there is a vendor change. Like this one: - this would better alert the approve to check on the changes before approving, and clicking on the icon should open the same window as clicking on the vendor change notice if the image is opened.

• Once opening an invoice to approve, there are two tabs where vendor changes should be noted. The one on the invoice tab is hardly noticeable, as it’s on a grey background in blue-colored and very small font. Vendor information has changed since the last payment. Click here to view vendor change detail(s). Suggest enlarging the font, bolding at least the word “changed”, and using red for the font color. On the Details tab, the vendor change bar is at the lower end of the screen. Suggest moving this bar to above the GL Coding bar, so it appears directly below the check image that has the approval button.

New vendor approval process – like an invoice, have a workflow for approving new vendors.

• This would be an elective firm setting – similar to other Invoice options, and could only be modified by the firm’s administrator. It would require and image that would contained all the necessary documentation, such as vendor invoice, emails, and documentation of verbal confirmation with the client that the vendor is legitimate, (like we do with wiring/banking information.

• This new process should also generate an alert – that is different than the standard alert about approving invoices, etc. clearing stating New Vendor Approval Required.

Better audit report format – the current Vendor Audit Report is not formatted in a way that is easily decipherable. Nor is the Excel export. It includes data that is not related to any Vendor changes, and in most line items, the vendor name is not even shown. The Vendor Audit Report is only by the client you are in, so there should be a way to run a report that includes ALL clients, and there should be drop-down boxes to filter the report so you can see name, address and banking info changes only.