Accounts Payable Certification Practice Test

What is the validation status of imported invoices from a spreadsheet?

1. Imported.

2. Validated.

3. Never Validated.

4. Needs Revalidation.

The correct answer is: Never Validated.

The validation status of imported invoices from a spreadsheet is commonly marked as "Never Validated" because, upon importation, these invoices do not undergo an automatic validation process. When invoices are inputted from a spreadsheet, they may contain various types of data that need to be checked for accuracy, completeness, and compliance with the organization's invoicing standards and policies. Since a spreadsheet import typically brings data directly into the accounts payable system without the necessary checks, the system cannot assume that the information is accurate or ready for processing. Therefore, they are referred to as having "never been validated" until they undergo the requisite verification to ensure that they meet all required criteria. In practice, validation might involve comparing the invoice details against purchase orders, confirming vendor details, and ensuring quantities and amounts are correct. Until this step is completed, it is crucial to recognize that these imported invoices are not yet validated.