The payables desk at the Baner shared-services office pays supplier invoices for every Quillfern site. These are the checks the desk runs itself, as part of preparing each payment run.
Every week, before the Thursday payment run is released, the desk runs the duplicate check on the invoices queued for payment against those paid in the previous twelve months. It looks for the same supplier and amount, the same invoice number, and the same amount on the same day to two suppliers who share a bank account.
A hit holds that invoice back until the desk lead has looked at it. Nothing is released while a hit is open.
In April and October the desk runs a Benford first-digit analysis over all supplier invoices of the previous six months, by supplier. Suppliers whose invoices depart from the expected pattern are listed for the regional accountant to review.
A change to a supplier's bank account is confirmed by phone with a known contact before it is entered, and entered by one person and approved by another.
The results of every check, including checks that found nothing, are saved in the payables shared folder by date, and the desk lead signs the run sheet to show that each check was done before the run was released.