Training course on Effective Management and Organisation of Accounts Payable

Introduction

Accounts payable (AP) is more than just paying bills — it is a critical financial function that directly impacts an organisation’s cash flow, vendor relationships, and overall operational efficiency. Poorly managed AP processes can lead to late payments, missed discounts, compliance risks, and strained supplier relationships.

This Accounts Payable Management course by Kincaid Development Center equips finance professionals with the knowledge, tools, and strategies to optimise AP processes, ensure accuracy, and maintain compliance. Participants will learn best practices in invoice processing, payment scheduling, fraud prevention, vendor management, and the use of automation to reduce errors and processing time.

Participants who successfully complete the course will receive a Certificate of Participation.

Course Objectives

By the end of this course, participants will be able to:

  1. Implement efficient AP processes from invoice receipt to payment.
  2. Maintain accurate and timely vendor payments.
  3. Ensure compliance with financial regulations and policies.
  4. Manage AP-related risks, including fraud detection and prevention.
  5. Utilise technology to automate and streamline AP functions.
  6. Improve vendor relationships through effective communication.

Duration

5 Days

Who Should Attend

  • Accounts Payable Clerks and Officers
  • Finance and Accounting Staff
  • Procurement Officers and Managers
  • Internal Auditors and Compliance Officers
  • Small Business Owners Managing AP Functions
  • ERP and Accounting System Administrators

Course Outline

Day 1: Foundations of Accounts Payable

  • Overview of accounts payable and its role in finance.
  • AP’s relationship with procurement and supply chain functions.
  • Understanding the AP process lifecycle.
  • Financial regulations and compliance requirements.
  • Internal controls in AP management.

Day 2: Invoice Processing and Payment Management

  • Best practices for receiving and verifying invoices.
  • Three-way matching (PO, invoice, and goods receipt).
  • Payment scheduling strategies to optimise cash flow.
  • Early payment discounts and late payment penalties.
  • Handling disputes and discrepancies with suppliers.

Day 3: Vendor Management and Communication

  • Building and maintaining strong vendor relationships.
  • Supplier onboarding and documentation requirements.
  • Vendor performance monitoring.
  • Negotiating payment terms and credit facilities.
  • Conflict resolution with vendors.

Day 4: Risk Management, Fraud Prevention, and Compliance

  • Identifying and preventing AP fraud schemes.
  • Strengthening internal controls in AP processes.
  • Regulatory compliance (local tax laws, VAT, withholding tax).
  • Document retention policies for AP.
  • Ethical standards in AP management.

Day 5: Technology, Automation, and Process Improvement

  • Leveraging ERP systems for AP management.
  • Automating invoice capture and approval workflows.
  • Using AI and data analytics in AP monitoring.
  • Performance metrics and KPIs for AP efficiency.
  • Continuous improvement strategies in AP.
  • Group exercise: Develop an AP improvement plan for a sample organisation.
  • Course wrap-up, Q&A, and certification.

General Notes

  • The instructor led trainings are delivered using a blended learning approach and comprises of presentations, guided sessions of practical exercise, web-based tutorials and group work. Our facilitators are seasoned industry experts with years of experience, working as professional and trainers in these fields.
  • The participants should be reasonably proficient in English as all facilitation and course materials will be offered in English.
  • Upon successful completion of this training, participants will be issued with a certificate.
  • The training will be held at Kincaid Training Centre. The course fee covers the course tuition, training materials, two break refreshments and lunch.
  • All participants will additionally cater for their, travel expenses, visa application, insurance, and other personal expenses.
  • Accommodation and airport pickup are arranged upon request. For reservations contact the Training coordinator at Email: training@kincaiddevelopmentcenter.org or Tel: +254 724592901
  • This training can also be customized to suit the needs of your institution upon request. You can have it delivered in our Kincaid Training Centre or at a convenient location.

For further inquiries, please contact us on Tel: +254 724592901 or send mail to training@kincaiddevelopmentcenter.org.

Payments are due upon registration. Payment should be sent to our Bank account before commencement of training and proof of payment sent to training@kincaiddevelopmentcenter.org.

No sessions available for this course.