{"id":3742,"date":"2019-01-17T22:01:50","date_gmt":"2019-01-17T22:01:50","guid":{"rendered":"https:\/\/www.peeriosity.com\/shared-services\/articles\/?p=3742"},"modified":"2022-09-05T18:20:11","modified_gmt":"2022-09-05T18:20:11","slug":"administering-one-time-payments-to-non-vendors","status":"publish","type":"post","link":"https:\/\/www.peeriosity.com\/shared-services\/articles\/2019\/01\/administering-one-time-payments-to-non-vendors\/","title":{"rendered":"Administering One-Time Payments to Non-Vendors"},"content":{"rendered":"

Introduction<\/strong><\/span><\/p>\n

In the world of Accounts Payable processing<\/a> for large companies with billions in annual revenue, streamlining processes and eliminating complexity wherever possible is critical.\u00a0 In some cases, the efforts required don\u2019t seem to be justified based on the nature of the transactions performed.\u00a0 For example, the process for administering one-time payments to non-vendors is defined as special one-off transactions to process refunds or purchase rebates to a customer or a customer\u2019s customer.\u00a0 The transaction won\u2019t be repeated, and the nature of the relationship doesn\u2019t support the rigorous validation steps that characterize the setup process for trade vendors<\/a>, where tax IDs are provided, signed W-9s are collected and filed, with addresses and other pertinent information are independently reviewed and verified.\u00a0<\/span><\/p>\n

This topic is an example of the hundreds of processes that exist in Shared Services, where the nature of the transaction suggests there must be a better way than the traditional approach.\u00a0 Fortunately, for Peeriosity members, it\u2019s easy to draft an iPollingTM<\/sup> question and instantly find out how other members tackle the problem, with the ability to directly follow up with other participants for further discussion and dialogue.\u00a0\u00a0 If you went to your supporting consulting firms for the answer where the minimum charge is several thousand dollars, you\u2019d get a response that is packaged beautifully, based on insights from a handful of clients the consultant was able to reach for input.\u00a0 With Peeriosity, your poll will go to hundreds of members for a possible response, with those that have knowledge providing inputs that are likely to be directly on point to solve your issue, all at no cost to you. \u00a0Plus, the exchange is completely private, with only members whose companies provided an answer to the poll questions able to access the detailed results and findings.<\/span><\/p>\n

iPollingTM<\/sup> Results Review<\/strong><\/span><\/p>\n

Regarding this particular issue, a recent Peeriosity iPollingTM<\/sup> question was created by a member company\u2019s Director of Process Improvement<\/a>, to ask how companies administer one-time payments to non-vendors.\u00a0 The results indicate that 68% of member companies add these special payment \u201cvendors\u201d to the vendor master file<\/a> and pay them through the normal Accounts Payable process.\u00a0 None of the responding companies indicated they fully outsource these types of transactions, and the remaining 32% follow another type of process to complete the transactions. \u00a0Here are the details:<\/span><\/p>\n

\"iPolling:<\/p>\n

Here are a few of the comments from responding companies that provide additional insights into the approach member companies take to these types of transactions:<\/span><\/p>\n