Creating a Comprehensive Accounts Receivable Policy

Introduction

Accounts receivable refers to money owed to a business by its customers or clients. It is part of the current assets reported on the balance sheet and is generally expected to be paid within a year. Creating a comprehensive accounts receivable policy helps to ensure all transactions are handled in an efficient and timely manner.

Purpose

• Provide uniform guidance when it comes to processing payments and tracking debts
• Ensure the smooth running of the accounts receivable department
• Protect the company's financial situation, safeguarding it from all forms of bad debt
• Set clear payment terms and expectations with customers and clients

Evaluating Current Accounts Receivable Policies

Evaluating current accounts receivable policies is a key part of creating a comprehensive accounts receivable policy. The goal of the evaluation is to analyze current procedures and identify potential upgrades that should be implemented. It is critical for businesses to have solid policies and procedures in place to ensure the timely collection of payments.

Review of Current Policies and Procedures

The first step in evaluating current accounts receivable policies is to review the existing policies and procedures. This should include a thorough analysis of billing and payment terms, collection processes, and credit risk management procedures. The review should also cover customer invoicing processes and past-due accounts procedures. The review should be conducted by a qualified professional.

Analyzing for Potential Upgrades

Once the review is complete, the next step is to analyze the findings and identify potential upgrades. This could include adjusting billing and payment terms to ensure customers are invoiced correctly and payments are collected in a timely manner. It may also include updating current collection processes and credit risk management procedures. Any potential upgrades should be reviewed and approved by qualified professionals.

Creating a comprehensive accounts receivable policy requires careful evaluation of current policies and procedures. It is important for businesses to evaluate their current policies and procedures and analyze for potential upgrades. This will ensure that customers are invoiced correctly, payments are collected in a timely manner, and collections processes and credit risk management procedures are up to date.

Involvement and Contributions from Stakeholders

Accounts receivable policies impact a wide range of parties both inside and outside the organization. It is critical for all stakeholders to be involved in the development of a comprehensive accounts receivable policy. This helps ensure that all views and perspectives are heard and included in the policy. It also helps the organization avoid any potential conflicts between the policy and the expectations of affected stakeholders.

The value and importance of gathering input from those affected by the accounts receivable policy cannot be overstated. Each stakeholder group brings a different perspective and understanding to the policy-making process. Their involvement helps identify potential issues that might not be obvious to those who are not directly affected. Additionally, having feedback from stakeholders during the policy-making process can promote a greater level of acceptance and buy-in when the policy is ultimately implemented.

When developing a comprehensive accounts receivable policy, there are certain stakeholders who must have a seat at the table. This includes representatives from the finance, legal, and IT departments. Each of these departments will have unique insights and understanding regarding the various components of a comprehensive policy.

• Finance Department – The finance department should provide the framework and guidance to ensure that the policy follows all relevant laws and regulations. They should also offer advice on the types of controls that should be put in place to ensure that the policy is effective.


• Legal Department – The legal department should provide input on how to structure the policy in a way that protects the organization from potential legal issues. They should also ensure that all relevant laws and regulations are taken into account.


• IT Department – The IT department should be involved in developing the technological infrastructure needed to implement and manage the accounts receivable policy. This includes developing systems and processes for monitoring, tracking, and auditing accounts receivable activity.

Involvement from stakeholders is critical for creating a comprehensive and effective accounts receivable policy. Properly including stakeholders through the policy-making process helps ensure that all relevant perspectives and views are taken into account. Additionally, it can help reduce the risk of potential conflicts and ensure that the policy is accepted by those affected by it.

Point of Contact

It is essential to identify a point of contact within the organization responsible for addressing accounts receivable inquiries, issues, and discrepancies. Setting up a designated contact enables seamless communication between the organization and its customers, provides a sense of uniformity, and encourages accountability.

Identifying the Designated Accounts Receivable Contact

The designated contact for accounts receivable should be made clear in the policy. This point of contact should be someone familiar with the accounts receivable process, as well as with the organization’s policies and procedures. Consider making this clear both internally in the policy, as well as externally when communicating with customers.

Role of the Contact in Policy Enforcement

The designated accounts receivable contact should be responsible for ensuring that charges are paid on time and that customers adhere to the terms and conditions of the accounts receivable policy. This includes collecting unpaid invoices, responding to customer inquiries in a timely manner, and following up on discrepancies. Additionally, the point of contact should confirm that all necessary paperwork is properly completed and on file.

The designated contact should also be responsible for tracking any changes or amendments made to the accounts receivable policy and communicating any changes to relevant parties. This could include notifications to all customers or specific updates, like notices of upcoming payment changes.

Payment Structure and Guidelines

In establishing an Accounts Receivable Policy, it is important to clearly define the payment structure and guidelines to ensure efficient collection of payments.

a. Terms of Payment

The terms of payment should be a part of any contract agreement between the business and their customers. The terms should state the payment due date which will likely be date of purchase or upon receipt of invoice. There should also be a mention of any applicable late charges or interest rates, discounts for timely payments and payment methods accepted.

b. Accounting Procedures and Regulations

The Accounts Receivable Policy should also include guidelines for accounting procedures and regulations. This should outline who is responsible for handling receivables, how often the accounts should be reviewed and how to handle any discrepancies. It should also include definitions for the customer records, such as invoices, credits, and other transactions. Additionally, guidelines should be established for handling customer disputes or complaints.

These guidelines will help ensure accurate and timely tracking of payment information, compliance with all relevant regulations and efficient customer service.

Collections Process

Businesses need to constantly review and update their Accounts Receivable Policy (AR Policy) to ensure compliance with the latest regulations. One important component of the AR Policy is the collections process, which involves how accounts are handled when payments are past due. It is important for businesses to review their current collections process and stay up to date on any prospective updates.

Reviewing of the Current Collections Process

The first step in reviewing the collections process is to understand the current procedures in place. This includes determining when invoices become past due, when overdue notices should be issued, and which methods should be used to attempt collection. It is also important to review existing policies to determine when to turn accounts over to a collections agency and the human resources policies that cover taking legal action. It is important to have a detailed understanding of the current process in order to make improvements.

Prospective Updates in Accordance with Changing Regulations

As regulations related to collecting past due accounts change, businesses will need to review their collections process and make any necessary updates. This may include changes to the frequency of collection attempts, adjusting the limit for turning accounts over to a collections agency, or changes to the policy for taking legal action. As the collections process is an important part of an overall AR Policy, it is important for businesses to pay attention to changes in regulations in order to stay compliant, effective, and competitive.

Businesses should also pay attention to collection trends and practices in the industry, and look for ways to incorporate best practices into their own collections process. Staying up to date on trends and regulations can help businesses stay competitive and maximize their collection potential.

Conclusion

Creating a comprehensive accounts receivable policy is essential for modern businesses. This policy should be carefully crafted based on the organization's specific needs and requirements and should include the following components: clear billing and payment terms, customized dispute resolution procedures, automated collection and debt management processes, and regular credit risk assessments. Furthermore, it is essential to ensure informed decision making, through careful policy implementation and enforcement.

Summary of the Components of a Comprehensive Accounts Receivable Policy

• Clear billing and payment terms
• Customized dispute resolution procedures
• Automated collection and debt management processes
• Regular credit risk assessments

Informed Decisions and the Importance of Policy Enforcement

Financial leaders must ensure informed decision making, through careful policy implementation and enforcement. Strong accounts receivable management requires systems, processes and personnel dedicated to managing a company’s credit sales and cash receipts. Collecting payment is a critical activity and must be done in a way that ensures effectiveness, efficiency and accuracy.