1. The Cash Disbursements Journal shows where your cash is going. Take a look at this report regularly to find any questionable payments (too frequent, odd amounts, unknown vendors, etc.). If you find something out of the ordinary, track the cost back to the physical invoice or paper receipt. It’s better to be a little suspicious than a little (or a lot) ripped off.

2. Three expense advances in two days? What’s that about?

3. Here are three purchases with no invoice or job number. Maybe you should take a closer look.

4. The Over/Under Purchase Order report shows the amount purchase orders were issued for, the A/P invoice amount, and the balance, which is the variance between approved and billed amounts. Maybe your POs are inaccurate, maybe your vendor is greedy, or maybe it means there’s something going on that you need to know about.

5. This order is very old and hasn’t been used to reconcile. Perhaps an A/P invoice was added—or not. Do the research.

6. Do the amounts look right? Did the job really need 3 sets of film? Check this job ticket to be sure.

7. This shows a $70 variance—the A/R invoice was posted for $70 more than the PO was issued for. Hmm....