This Invoice Approval document serves as a critical internal control mechanism for organizations operating in New Zealand, ensuring compliance with local financial regulations and tax requirements. It is designed to be implemented when organizations need to establish or update their financial control procedures, particularly in relation to payment authorizations and vendor invoice processing. The document incorporates requirements from New Zealand's tax legislation, including GST considerations, and aligns with best practices for financial governance. It includes specific approval thresholds, roles and responsibilities, documentation requirements, and processing workflows, making it essential for maintaining financial integrity and audit compliance.
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1. Purpose: Defines the objective of the invoice approval process and scope of the document
2. Roles and Responsibilities: Outlines the key roles involved in the invoice approval process and their specific responsibilities
3. Approval Thresholds: Specifies the monetary thresholds and corresponding approval levels required
4. Invoice Verification Process: Details the steps for checking invoice accuracy, validity, and compliance
5. Approval Workflow: Describes the sequential steps in the approval process
6. Documentation Requirements: Specifies required supporting documents and record-keeping procedures
7. Processing Timeframes: Establishes standard timeframes for each step of the approval process
8. Compliance Requirements: Outlines compliance with tax regulations and internal control policies
1. Electronic Approval Procedures: Include when organization uses digital approval systems - details the electronic workflow and digital signature requirements
2. Foreign Currency Invoices: Include when dealing with international suppliers - specifies exchange rate policies and additional verification requirements
3. Delegation of Authority: Include when temporary delegation of approval rights is permitted - outlines the process for delegating approval authority
4. Emergency Approval Process: Include when expedited approvals may be needed - defines circumstances and procedures for urgent approvals
5. Contractor/Consultant Invoices: Include when dealing with contractors - specifies additional verification requirements for contractor invoices
1. Approval Authority Matrix: Detailed matrix showing approval thresholds and authorized approvers for different invoice types and amounts
2. Required Documentation Checklist: Checklist of mandatory supporting documents for different types of invoices
3. Invoice Review Checklist: Standard checklist for reviewing invoice accuracy and compliance
4. Exception Request Form: Template for requesting exceptions to standard approval procedures
5. Approval Workflow Diagram: Visual representation of the approval process flow
Relevant legal definitions
Approval Authority
Authorized Approver
Approval Hierarchy
Approval Threshold
Business Day
Delegated Authority
Emergency Approval
Exception Request
GST
Invoice
Invoice Processing System
Material Deviation
Payment Terms
Purchase Order
Supporting Documentation
Tax Invoice
Verification Process
Workflow
Working Day
Authorized Signatory
Delegation Matrix
Electronic Approval
Digital Signature
Internal Controls
Processing Period
Segregation of Duties
System Administrator
Valid Invoice
Vendor Master File
Chart of Accounts
Authorized Approver
Approval Hierarchy
Approval Threshold
Business Day
Delegated Authority
Emergency Approval
Exception Request
GST
Invoice
Invoice Processing System
Material Deviation
Payment Terms
Purchase Order
Supporting Documentation
Tax Invoice
Verification Process
Workflow
Working Day
Authorized Signatory
Delegation Matrix
Electronic Approval
Digital Signature
Internal Controls
Processing Period
Segregation of Duties
System Administrator
Valid Invoice
Vendor Master File
Chart of Accounts
Clauses
Purpose and Scope
Roles and Responsibilities
Authority Levels
Delegation of Authority
Invoice Processing
Verification Requirements
Approval Process
Documentation Requirements
Compliance and Controls
System Access and Security
Record Retention
Exception Handling
Audit Requirements
GST Compliance
Payment Authorization
Segregation of Duties
Reporting Requirements
Internal Controls
Confidentiality
Document Management
Review and Amendment
Dispute Resolution
Roles and Responsibilities
Authority Levels
Delegation of Authority
Invoice Processing
Verification Requirements
Approval Process
Documentation Requirements
Compliance and Controls
System Access and Security
Record Retention
Exception Handling
Audit Requirements
GST Compliance
Payment Authorization
Segregation of Duties
Reporting Requirements
Internal Controls
Confidentiality
Document Management
Review and Amendment
Dispute Resolution
Relevant Industries
Financial Services
Manufacturing
Retail
Healthcare
Education
Government
Construction
Professional Services
Technology
Non-profit Organizations
Mining
Agriculture
Telecommunications
Transportation and Logistics
Relevant Teams
Finance
Accounts Payable
Procurement
Internal Audit
Compliance
Treasury
Operations
Administration
Risk Management
Relevant Roles
Chief Financial Officer
Finance Manager
Accounts Payable Manager
Financial Controller
Department Manager
Procurement Manager
Internal Auditor
Compliance Officer
Treasury Manager
Senior Accountant
Budget Manager
Operations Manager
General Manager
Managing Director
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