This Invoice Approval document is designed for organizations operating under Irish jurisdiction that require a structured approach to managing and approving financial transactions. It establishes clear guidelines for processing and approving invoices while ensuring compliance with Irish financial regulations, including the Value Added Tax Consolidation Act 2010 and the Companies Act 2014. The document is particularly relevant for organizations seeking to implement robust financial controls, maintain clear audit trails, and establish efficient approval workflows. It includes specific threshold levels, approval matrices, and processing requirements that align with Irish business practices and regulatory requirements.
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1. Purpose and Scope: Defines the objective of the policy and its application across the organization
2. Roles and Responsibilities: Clearly defines who is responsible for submitting, reviewing, and approving invoices at different threshold levels
3. Invoice Requirements: Specifies the mandatory elements that must appear on invoices for them to be considered valid
4. Approval Thresholds: Details the monetary thresholds and corresponding approval levels required
5. Standard Approval Process: Step-by-step description of the normal invoice approval workflow
6. Timeline Requirements: Specifies maximum processing times and payment terms
7. Documentation Requirements: Lists supporting documents required for different types of invoices
8. Compliance and Control: Outlines internal control measures and compliance requirements
1. Electronic Systems and Tools: Include when the organization uses specific software or systems for invoice processing
2. Foreign Currency Invoices: Include when the organization regularly deals with international suppliers
3. Supplier Onboarding: Include when new supplier setup process needs to be linked to invoice approval
4. Project-Specific Approvals: Include when special approval routes exist for specific projects or departments
5. Emergency Approval Procedures: Include when there's a need for expedited approval processes in specific circumstances
1. Approval Authority Matrix: Detailed table showing approval thresholds and authorized approvers
2. Required Invoice Fields: Checklist of mandatory information required on all invoices
3. Process Flow Diagram: Visual representation of the approval workflow
4. Exception Request Form: Template for requesting exceptions to standard approval process
5. Supporting Document Requirements: Matrix showing required supporting documents by invoice type and value
Relevant legal definitions
Approval Authority Matrix
Authorized Approver
Budget Holder
Delegation of Authority
Electronic Invoice
Exception Request
Financial Threshold
Invoice
Invoice Date
Invoice Processing System
Material Deviation
Original Invoice
Payment Terms
Purchase Order
Required Supporting Documentation
Segregation of Duties
Signing Authority
Standard Invoice
Supplier
Tax Invoice
Valid Invoice
VAT
Vendor Master File
Working Day
Authorized Approver
Budget Holder
Delegation of Authority
Electronic Invoice
Exception Request
Financial Threshold
Invoice
Invoice Date
Invoice Processing System
Material Deviation
Original Invoice
Payment Terms
Purchase Order
Required Supporting Documentation
Segregation of Duties
Signing Authority
Standard Invoice
Supplier
Tax Invoice
Valid Invoice
VAT
Vendor Master File
Working Day
Clauses
Purpose and Scope
Authority and Delegation
Invoice Requirements
Approval Process
Threshold Limits
Documentation Requirements
Compliance
Payment Terms
Record Keeping
Audit and Control
Exception Handling
System Requirements
Roles and Responsibilities
Timeline Requirements
Segregation of Duties
Verification Procedures
Dispute Resolution
Policy Review
Amendments
Regulatory Compliance
Data Protection
Document Retention
Internal Controls
Reporting Requirements
Authority and Delegation
Invoice Requirements
Approval Process
Threshold Limits
Documentation Requirements
Compliance
Payment Terms
Record Keeping
Audit and Control
Exception Handling
System Requirements
Roles and Responsibilities
Timeline Requirements
Segregation of Duties
Verification Procedures
Dispute Resolution
Policy Review
Amendments
Regulatory Compliance
Data Protection
Document Retention
Internal Controls
Reporting Requirements
Relevant Industries
Manufacturing
Retail
Professional Services
Technology
Healthcare
Education
Financial Services
Construction
Hospitality
Non-profit
Public Sector
Logistics
Energy
Telecommunications
Relevant Teams
Finance
Accounts Payable
Procurement
Internal Audit
Compliance
Operations
Department Management
Treasury
Accounting
Relevant Roles
Chief Financial Officer
Finance Director
Financial Controller
Accounts Payable Manager
Procurement Manager
Department Head
Budget Holder
Financial Analyst
Accountant
Accounts Payable Clerk
Internal Auditor
Compliance Officer
Operations Manager
Project Manager
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