A typical business can lose up to 5% of its gains to Accounts Payable frauds each year. This 5% results in a median loss of $104,000 for a company with more than 100+ employees, as per the Association of Certified Fraud Examiners (ACFE). As per the same report, businesses globally lost a whopping $7 billion in 2018 to frauds. In this article, we discuss some common AP frauds and steps to take to prevent such frauds.
Accounts payable fraud is a deception that aims at a company’s accounts payable department, which handles payments of suppliers and other vendors.
AP fraud can be committed internally by employees, externally by merchants, or even by a third party intending to acquire access to the company’s accounts payable systems.
Here are the five most common types of AP expense frauds as well as the bodies responsible for the atrocities committed -
Billing schemes are perpetrated by employees using their knowledge of the Accounts Payable of the company. For instance, an employee might generate a duplicate invoice and have it paid for services or products that never got delivered.
An AP employee might double pay for an invoice by signing and mailing two checks. Before the arrival of the second check, AP informs the vendor that they accidentally cut two checks and requests them to send one back to a particular address.
That specific individual in AP then visits the bank and creates an account in the vendors' name, deposits the check, and converts it to cash. This individual, an authorized signer, writes themselves a check or wires the funds to their personal bank account.
A recent study discovered that over three-quarters of all businesses impacted by AP fraud were victims of check-related fraud. The typical perpetrators of this fraud are either Individuals, Small Fraud Rings, or Large Fraud Rings.
The perpetrators create fake receipts and typically adjust the amount of the check, change the recipient, or sign duplicate receipts for expense reports and add personal expenditures from a business account.
ACH payments fraud occurs when business employees or hackers gain access to finances while passing through an automated clearing house set up to process electronic fund transfers. The fraudster gains access to files via a keylogger or other means.
Once the perpetrator receives access to files, they might engage in Vendor Impersonation Fraud (VIF), which occurs when a fraudster tweaks a current vendor profile to divert legitimate payments to their personal bank account.
Expense-related frauds occur when an employee conducts purchases on a personal card. The employee then proposes an expense report, exaggerates expenses, intentionally submits duplicate reports, or sets up false expenditures for items never bought.
Another expense fraud type is when an employee carries out a purchase on their personal card, collects payment from their employer, returns the item, and obtains a refund.
Kickback schemes are one of the most damaging types of fraud because these scams involve the help of an insider and the bypassing of protocols.
Such schemes get executed when a third party offers an employee cash to influence business agreements that might include vendor selection. Kickback schemes also result in other frauds, such as billing schemes.
Document fraud in AP is when an employee or a third-party forges an invoice and acquires funds from its own company in its personal bank account by -
After going through the most common types of AP frauds, here are some practices that you must implement to counter a potential AP fraud aimed at your business -
The background check must be the final step undertaken by employers to ensure a wise hiring decision and safeguard the employer from several potential risks and frauds that might degrade the company's resources.
Employers can spot exaggerated academic and employment records or critical data not revealed by the candidate, such as criminal felonies.
Employment screening also exposes your prospective employee’s income tax liens, past litigations, bankruptcy (if any), as well as other business dealings.
An employee expense reimbursement policy is the process followed by an employee to get paid back by their recruiter when incurring business-related expenses.
It is imperative that you plug in all loopholes in your reimbursement policy to steer clear of frauds. Here are some tips to follow -
It is imperative that you constantly review KPIs because they keep objectives at the forefront of decision-making.
Here are 13 fraud KPIs that can help you stay ahead of possible fraud issues -
Analyze transactions to watch out for potential signs of fraud. Check for red flags such as gaps in invoice numbers, round numbers, strange transactions, significant frequencies, or amounts.
Consider conducting regular vendor audits to corroborate the legitimacy of all vendors. Verify each vendor by telephone, online, or physically in-person, especially any questionable ones.
Educate employees on risks posed by phishing attempts and ways to identify them. To identify and counter fraud, employees must first be familiar with what to look for and then devise ways to prevent it.
Teach employees to be vigilant about -
Automating the AP process department protects against fraud by creating audit trails, segregating duties, and integrating with procurement systems that establish three-way matching and conformity with purchasing policies.
If the document is shared digitally in either image or scanned pdf format, Docsumo can identify these cases in real-time -
If any of the above cases get flagged for a document, the document has most likely been tampered with. Such documents then get flagged by Docsumo and queued for review. After looking for above-mentioned conditions, Docsumo proceeds to check the invoice details:-
Docsumo validates captured information against external APIs or company databases and extracts data regardless of the document type. You can implement pre-trained APIs for common document types that include invoices.
Accounts payable fraud involves fraudulent disbursements, with the most common categories being check tampering, billing schemes, and expense reimbursement schemes.
Perpetrators to these frauds can be third parties, vendors, or even your employees, implying that you must stay vigilant and employ the robust methods mentioned above to safeguard your revenue.
One of the best approaches to ruling out discrepancies and invoice frauds is by automating your AP processes. Docsumo is a reliable document AI software that can corroborate invoices' authenticity, raise red flags for suspicious invoices, cross-checks fields, and variable types, and delivers swift and accurate results.
In today’s dynamic business world, filing and archiving official documents in the digital form makes it handy, and works wonders in the future or in unforeseen circumstances.
Optical Character Recognition (OCR) is the technology to convert an image of text into machine-readable text. It is the underlying technology for various data extraction solutions including Intelligent Document Processing. However, OCR is not smart enough to figure out the context in a document - it works simply by distinguishing text pixels from the background and finding a pattern. This limitation could cause inaccuracy in captured data that could directly impact the output of your data extraction model.
Accounts payable is a key financial function for any business. Corporations can have thousands of suppliers; even for relatively smaller businesses, the number of suppliers could be in hundreds. All the invoices they receive from these suppliers come in multiple formats, layouts, and templates - some semi-structured, some unstructured. Therefore, firms expend time and resources to capture invoice information through manual data entry and verification of accounts payable. Manual data entry is not feasible in the long run, definitely not on a large scale. Before we talk about how intelligent invoicing solves the problems associated with manual invoicing, let’s discuss the challenges in much detail.
As most of an organization's information is available in an unstructured format, processing it requires an automated system that can handle documents with minimum human interaction. OCR is one such technology, but its scope is limited as it requires human interaction and is highly dependent on the layout and structure of the document to be processed.These limitations are overcome by Intelligent Data Extraction.Using artificial intelligence, the Intelligent Data Extraction technology extracts data from documents and transforms it into useful information through the extraction process. It functions as a singular tool for extracting information from any type of document and aids in optimizing company operations.