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Different Email Types

There are three common types of e-mails you will receive:

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  • E-mails containing invoices

  • E-mails containing statements

  • E-mails containing queries

 

And here’s how we deal with them:

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1. E-mails containing invoices

The easiest type of e-mail. Any invoices we receive have to be sent into the relevant invoices folder – Invoices for Ireland invoices, InvoiceMK for Moloney & Kelly invoices, and InvoiceUK for UK invoices.

 

Important: the invoices folders only accept PDF documents. If the invoice is in PDF format – perfect, you can simply drag-and-drop the e-mail into the relevant Invoice inbox. If the documents are not in a PDF format (for example Word or Excel), you will have to save them on your PC and convert them into PDF while doing so:

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Careful: some suppliers will send their invoices in PDF, but the PDF will contain multiple invoices. These PDF documents have to be split up, so that every invoice is in a separate PDF document. You can use the website https://www.ilovepdf.com/split_pdf for this.

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Once converted and/or split up, you can send the invoices to the correct e-mail address:

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Ireland – invoices@abbey.ie

 

M&K – invoicemk@abbey.ie

 

UK – invoiceuk@abbey.ie

 

 

2. E-mails containing statements

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A statement is a document suppliers would usually send us at the end of each month. It is a summary of any invoices/balances that they think are still outstanding and due to be paid by us. Any statements we receive should ideally be checked as soon as possible if they show a number of overdue balances (as in, older than at least a month). Once done, the statement needs to be saved in this location: P:\Accounts Payable\2020\Supplier Reconciliation (Statements).

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Once the statement is saved, you can drop the e-mail containing the statement into the Statements subfolder of the relevant Accounts Payable inbox.

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3. E-mails containing queries

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Any supplier queries we receive must be dealt with in a short amount of time in a precise manner. If we don’t settle supplier queries on time, the supplier will get impatient, give us phone calls, etc.

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The most common supplier query we would get looks like this: “Could you please advise when invoice XYZ will be paid?” In this case, you would need to check in Softco and Tourplan if:

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  • We have the invoice

    • If we’re missing the invoice, you can request a copy

  • There is no issue with the invoice (for example wrong VAT breakdown, under internal query)

    • If there is a VAT issue, you can request a corrected invoice

    • If the invoice is under query, you can tell the supplier: “the invoice is under internal query, and I will follow up with my colleague” or something similar

  • The invoice is processed

    • Check when it will be paid and let the supplier now

  • The invoice is paid

    • Send the supplier a remittance advice

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