a. Implement a three-way match process for all invoices, where the purchase order, receiving report, and vendor invoice are matched and verified before payment is processed.
b. Utilize invoice tracking and payment monitoring systems to identify and prevent duplicate payments.
c. Establish a centralized accounts payable function with clear policies and procedures for processing vendor payments.
d. Conduct regular audits or reviews of vendor payments to identify and investigate any potential duplicate payments.
e. Implement system controls or automated checks to flag potential duplicate invoices or payments based on criteria such as vendor, invoice number, amount, or date range.
f. Provide training to accounts payable staff on the importance of detecting and preventing duplicate payments, as well as the procedures for investigating and resolving any identified instances.
g. Maintain a comprehensive vendor master file with accurate and up-to-date information to prevent duplicate vendor records, which can lead to duplicate payments.