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The Accounts Payable Analytics Catalog: 40 Tests With Logic

Accounts payable is where most occupational fraud money leaves the building and where most process errors turn into cash, and it is also the process with the best data: every invoice, vendor, approval and payment sits in one or two tables with dates, users and amounts. That combination is why AP analytics is the first program most audit functions build and the one that pays back fastest. This catalog sets out forty tests across six families, duplicate payments, vendor-master red flags, timing and sequence anomalies, amounts and outliers, approval and bypass patterns, and employee-vendor collusion, each with the logic, the data it needs, a starting threshold, what a hit usually means and what produces false positives. It then covers the data preparation the tests depend on, how to run the catalog as a program rather than a one-off, a triage and corroboration template, and a worked first run at a beverage distributor.

This guide was rewritten in September 2026 from a shorter version published in August 2026. The tests are stated in terms of fields rather than any particular tool, because every one of them can be run in SQL, Python, a purpose-built audit analytics package or, for smaller populations, a spreadsheet. The ACFE’s Occupational Fraud 2026: A Report to the Nations, covering 2,402 cases in 143 countries with a median loss of $104,000, associates proactive data monitoring and analysis with median losses 53 percent lower than in organizations without it, which is the business case in one sentence.

In this guide

The data you need first, and how to prove it is complete

Four tables carry the whole catalog, and the first hour of any run is spent proving they are complete, because a finding drawn from an extract missing a company code will not survive its first meeting. The invoice table: invoice number, vendor ID, invoice date, entry date and time, entering user, amount, currency, PO reference, description, GL account, approval status and approver, payment status. The payment table: payment ID, vendor ID, invoice references, payment date, amount, method, bank account paid to, releasing user. The vendor master: vendor ID, name, tax ID, addresses, bank accounts with change history, creation date and user, status, payment terms, last change date and user. And the employee master, from HR rather than the ERP: name, addresses, bank account for payroll, tax ID, hire and termination dates, department. Change-history tables for the vendor master and the approval workflow log complete the set for the approval and collusion families.

Completeness is proved before any test runs: invoice totals by period reconciled to the AP sub-ledger and the payments to the cash disbursements journal and the bank; vendor counts reconciled to the master’s own control report; the employee file reconciled to headcount. The reconciliation, the extraction queries and the run date go in the workpaper as the population record, following the IPE testing guide, and the sampling memo template is used where a test’s hits are sampled rather than reviewed in full. Field normalization comes next: names upper-cased with punctuation and legal suffixes stripped, addresses standardized, bank accounts and tax IDs stripped of formatting, amounts converted to a base currency, and invoice numbers stored both raw and with leading zeros and separators removed. Half the catalog’s power comes from matching on normalized fields, and half its false positives from matching on raw ones.

Family 1: Duplicate payments (8 tests)

Duplicate payments are the family with the highest recovery per hour, because a confirmed hit is cash the vendor owes back, and the family in which the ERP’s own duplicate check gives the most false comfort, since it usually keys on exact vendor, invoice number and amount and is defeated by a space, a suffix or a second vendor record. The tests run from exact to fuzzy, and a duplicate found by a later test and not an earlier one tells you which control gap let it through.

TestLogicData and thresholdA hit usually meansFalse positives
D1 Exact duplicateSame vendor ID, invoice number and amount, both paidInvoice and payment tables; no thresholdControl failure at entry or the ERP’s check disabled or bypassedLegitimate recurring invoices with the same number by vendor design (rare)
D2 Same invoice, different dateSame vendor and invoice number and amount, different invoice dateInvoice tableRe-keyed invoice with a corrected date; vendor re-billingInstallment billing with repeated reference numbers
D3 Same everything but invoice numberSame vendor, amount and invoice date, different invoice numberInvoice table; amounts above a floor (for example $500) to cut noiseSecond copy entered from a statement or a reminder with a different referenceGenuine identical orders on the same day (utilities, fixed fees)
D4 Fuzzy invoice numberSame vendor and amount; invoice numbers match after stripping non-alphanumerics, leading zeros, and common suffixes; or within an edit distance of 1 to 2Normalized invoice number fieldThe classic evasion of the exact-match control, deliberate or accidentalSequential invoices from the same vendor for identical amounts
D5 Duplicate vendor recordsSame amount and invoice number (raw or normalized) across two vendor IDs whose normalized name, tax ID or bank account matchVendor master plus invoice tableDuplicate vendor setup used to pay the same invoice twiceLegitimate separate legal entities sharing a name
D6 Near-amount duplicatesSame vendor, same or similar invoice number, amounts within a small tolerance (for example 1 percent or a fixed freight or tax difference)Invoice tableThe same invoice re-entered with or without tax, freight or a discountCredit-and-rebill sequences; partial deliveries billed separately
D7 Cross-entity duplicatesSame vendor tax ID or bank account, same invoice number and amount, paid by two company codes or entitiesAll entities’ invoice tables; vendor master joined on tax IDShared-service or decentralized entry paying the same invoice from two entitiesIntercompany recharges misrecorded as vendor invoices
D8 Unapplied creditsCredit memos or vendor credits older than a threshold not applied against any paymentInvoice table (negative amounts) and payment applicationMoney owed to the organization that nobody is collecting; sometimes the trace of a duplicate refunded and never appliedCredits legitimately held for disputed accounts

Family 2: Vendor-master red flags (8 tests)

The vendor master is where fictitious-vendor and payment-diversion schemes begin, and the tests in this family compare it to the one dataset the fraudster cannot control, the employee master, and to its own change history. The vendor master audit guide covers the controls over the master; these tests are the detective layer that runs whether or not the controls exist.

TestLogicData and thresholdA hit usually meansFalse positives
V1 Vendor bank equals employee bankNormalized vendor bank account (and sort or routing code) matches an employee payroll accountVendor master bank fields; HR payroll bank file (handled under strict access)Fictitious vendor or diverted payments to an employeeEmployees legitimately reimbursed through AP as vendors; family businesses disclosed as conflicts
V2 Vendor address equals employee addressStandardized address match, including PO boxes and unit numbersVendor and employee address fieldsEmployee-owned vendor, disclosed or notShared office buildings; home-based contractors properly set up
V3 Vendor tax ID equals employee tax IDExact match on normalized tax identifiersVendor and employee tax ID fieldsSole-proprietor vendor that is an employee; near-certain conflictDisclosed dual roles (an employee who is also a landlord)
V4 New vendor, fast moneyFirst payment within N days of vendor creation (for example 14), especially above a threshold or without a POVendor creation date; first payment date and amountVendor created to pay a specific invoice; urgent-sounding scheme patternGenuine emergency suppliers; one-off professional services
V5 Bank change before paymentBank account changed within N days before a payment, particularly a large one, or changed and changed backVendor change history; payment tableBusiness email compromise or insider diversion; the highest-loss pattern in the familyGenuine bank changes coinciding with routine payments
V6 Shell-profile vendorsMissing or generic data: no tax ID, PO box only, free-email domain, phone matching another vendor or an employee, name that is a person’s name paid for non-personal servicesVendor master attributes; scoring across attributesFictitious vendor or poorly vetted oneSmall legitimate suppliers set up in a hurry
V7 Dormant vendor reactivatedNo activity for more than N months (for example 18), then payments, especially after a master-data changePayment history by vendor; change historyReused vendor ID hijacked for new paymentsSeasonal suppliers; renewed contracts
V8 Multiple remit-to accountsVendor with several bank accounts or remit-to addresses, or bank accounts shared across vendorsVendor bank tableDiverted payments layered through alternative accounts; duplicate vendor setupsMultinational vendors with regional accounts; factoring arrangements

Family 3: Timing and sequence anomalies (6 tests)

Timing tests find process circumvention rather than fraud in most hits, and they are the family that most often produces control findings the process owner had no idea about, because the ERP records timestamps nobody looks at.

TestLogicData and thresholdA hit usually meansFalse positives
T1 Invoice before POInvoice date or entry date earlier than the PO creation date it referencesInvoice and PO tablesRetrospective POs raised to legitimize commitments already made; the purchasing control not operatingBlanket POs with later releases; date entry errors
T2 Same-day trioPO created, goods receipt recorded and invoice entered on the same day, especially by the same userPO, receipt and invoice tables with usersDocumentation manufactured after the fact to pass the three-way matchGenuine same-day services; small-value fast purchases
T3 Off-hours entryInvoices or payments entered or released outside working hours, on weekends or holidaysEntry timestamps; calendarActivity outside supervision; or a batch process with a system user, which is the normal explanationTime zones; scheduled jobs; period-end overtime
T4 Boundary-date clusteringConcentration of invoices dated or entered in the last days of a period, or just after, relative to the period’s daily averageInvoice dates by periodCut-off manipulation; expense acceleration or deferralGenuine month-end billing cycles by vendors
T5 Payment before invoicePayment date earlier than invoice date or invoice entry datePayment and invoice tablesPrepayments not controlled as such; manual payments with the invoice entered later; date manipulationLegitimate deposits and prepayments recorded through AP
T6 Bulk clearing of aged itemsMany aged open items cleared, written off or paid in one batch by one userOpen item history; clearing documentsCleanup that may conceal duplicates, disputes or unrecorded liabilities; or a write-off used to bury a diverted paymentAuthorized housekeeping before a system migration

Family 4: Amounts, thresholds and outliers (7 tests)

Amount tests are where approval limits and human habits show up in the data. The two that matter most, just-below-threshold clustering and split invoices, need the organization’s actual approval limits as inputs, taken from the delegation of authority rather than from what people say the limits are.

TestLogicData and thresholdA hit usually meansFalse positives
A1 Just-below-threshold clusteringFrequency of invoices in the band just below each approval limit (for example 90 to 99.9 percent of the limit) compared to the bands above and belowInvoice amounts; delegation of authority limitsDeliberate structuring to avoid a higher approverPrice points that naturally sit near round limits
A2 Split invoicesTwo or more invoices from one vendor within a short window whose sum exceeds a limit that each alone avoids; same PO or descriptionInvoice table; limitsStructuring; or a vendor billing in parts by agreement with the requesterGenuine partial deliveries or milestone billing
A3 Round-amount concentrationShare of invoices at round amounts ($1,000, $5,000) by vendor and by user against the population normInvoice amountsFabricated or estimated invoices; services billed without measurementRetainers, rents, subscriptions
A4 Benford deviationFirst-digit (and first-two-digit) distribution of invoice amounts by vendor or user compared to Benford’s expected distribution, for populations large enough to testInvoice amounts, at least several hundred per stratumInvented numbers; a vendor or user whose amounts do not arise naturallyPopulations with natural limits (fixed price lists) do not follow Benford; small samples
A5 Price driftUnit price for the same item or service code rising over time against the contract or the population, by vendorInvoice lines with item codes and quantities; contract pricesOverbilling; contract non-compliance; kickback-funded price increasesLegitimate indexation; specification changes
A6 Vendor baseline outlierInvoice amount far above the vendor’s own historical distribution (for example beyond three standard deviations or above the 99th percentile)Invoice history by vendorError, duplicate, or a one-time fraudulent invoice against a familiar vendor nameAnnual or project invoices from vendors that usually bill small amounts
A7 Fee and surcharge creepNon-product lines (freight, fuel surcharge, handling, expedite fees) as a rising share of vendor spendInvoice lines by categoryContract leakage; charges outside the agreed termsGenuine market changes in freight or fuel

Family 5: Approval and bypass patterns (6 tests)

Approval tests read the workflow log, and they are the family that most directly tests whether the segregation the organization believes it has is the segregation the system enforces. A single hit on P1 is a control failure regardless of amount, because it proves the routing can be defeated.

TestLogicData and thresholdA hit usually meansFalse positives
P1 Self-approvalApprover user equals entering or requesting user, or equals the user who created the vendorWorkflow log; invoice and vendor creation usersRouting rule or delegation setting that lets the requester approve; the failure MidState Beverage found in 1,412 of 37,400 route-cash overridesNone; every hit is at least a control finding
P2 Under-level approvalApprover’s delegated limit below the invoice amount, using the delegation of authority as at the approval dateWorkflow log; delegation table with effective datesLimits not enforced in the system; workflow configured from an outdated delegationTemporary delegations properly authorized but not recorded in the table
P3 Speed-run approvalsTime between routing and approval below a plausible review time (for example under 30 seconds), or many approvals by one user within minutesWorkflow timestampsRubber-stamping; approval by a delegate clearing a queueSmall recurring invoices genuinely reviewable at a glance
P4 Off-channel paymentsPayments with no invoice record, manual payments outside the payment run, or payment methods outside policy (manual checks, wires from treasury) to vendorsPayment table; bank data compared to APBypass of the invoice controls entirely; the pattern behind many diverted-payment casesLegitimate treasury payments (taxes, debt service) that should be excluded by design
P5 Creator pays own vendorUser who created or changed a vendor record also entered or approved invoices to it, or released its paymentsVendor change history; invoice and payment usersSegregation failure at the heart of the fictitious-vendor schemeSmall AP teams where the same person legitimately does both, which is itself the finding
P6 Rush-payment concentrationShare of payments flagged urgent or paid outside terms, by requesting user and vendor, against the normPayment table with urgency flags and termsPressure used to bypass review; or a process that cannot meet its own termsGenuine early-payment discount programs

Family 6: Employee-vendor collusion (5 tests)

Collusion tests look for the relationship rather than the transaction: the requester who always uses the same vendor, the vendor whose fortunes track one employee’s tenure. They produce few hits and the hits are serious, and they are the family whose results are handled under the fraud response protocol from the first review, per the fraud risk management guide.

TestLogicData and thresholdA hit usually meansFalse positives
E1 Single-requester vendorsVendors whose spend comes almost entirely (for example above 90 percent) from one requester or approver, above a spend floorInvoice table with requester; spend by vendorA relationship worth understanding; the precondition for kickbacksSpecialist suppliers used by one department by design
E2 Vendor tenure tracks employee tenureVendor’s first and last activity dates within weeks of an employee’s hire, transfer or terminationVendor activity history; HR datesA vendor brought in and taken out by one personCoincidence; suppliers tied to a project the employee ran
E3 Shared contact dataVendor phone, email domain or contact name matching an employee’s, or two vendors sharing contactsVendor contact fields; employee directoryUndisclosed ownership or a frontEmployees legitimately listed as vendor contacts for internal coordination
E4 Sole-source without justificationVendors above a spend threshold with no competitive process recorded and one requesterSpend by vendor; sourcing recordsProcurement bypass; the environment in which price drift and kickbacks operateGenuine sole sources with the justification filed elsewhere
E5 Post-termination activityInvoices approved or vendors changed by a user after their termination date, or vendors paid after their contact employee left with no successorWorkflow users; HR termination datesCredentials still active (an access control failure) or a scheme continuing through a shared loginTermination dates recorded late in HR

Building the three hardest matches

Three tests account for most of the build effort, and each has a pattern worth stating. The fuzzy invoice match (D4) is built as a self-join of the invoice table on vendor ID and amount, with the join condition on a normalized invoice key: upper-case, non-alphanumerics removed, leading zeros removed, and common suffixes such as A, R, REV and the like stripped into a separate flag; pairs where the normalized keys are equal but the raw keys differ are the hits, and a second pass computes an edit distance of one or two between raw keys for the pairs the normalization missed. The employee-vendor match (V1 to V3) is a join between the vendor master and an HR extract on normalized bank account, address and tax ID, run one field at a time and scored, with the HR extract obtained under a documented access arrangement and destroyed after the run, because the analytics workbook must not become the organization’s least-protected copy of payroll bank data. The below-threshold band (A1) is built from the delegation of authority as a table with effective dates, joined to invoices by the approver’s limit at the approval date; the test counts invoices per band of the limit (80 to 90 percent, 90 to 100 percent, 100 to 110 percent) by requester and vendor, and flags where the 90 to 100 band is more than twice the average of its neighbors. In every case the parameters live in a configuration table, not in the code, so the second run changes numbers rather than logic.

Running the catalog: thresholds, triage and corroboration

Forty tests on a year of AP data produce thousands of hits, and the program lives or dies on what happens next. Thresholds are set to make review possible, not to find everything: the first run sets each test’s parameters (the duplicate amount floor, the fast-money window, the below-threshold band) so that the hit list for each test is reviewable in a day, records the parameters, and tightens them in later runs as the false-positive causes are eliminated at source. Hits are scored, not just listed: a transaction that hits several tests (a new vendor with a shell profile, paid fast, entered off-hours, just below a limit, by a user who created the vendor) is worth more than five single hits, and a simple additive score with weights by family, higher for approval and collusion, orders the review queue. Each test’s hits are then triaged in three passes: the mechanical pass that removes known systematic causes (the batch user, the intercompany vendor, the utility that bills identical amounts), the desk pass that reviews the remaining hits against the source documents in the ERP, and the corroboration pass that takes the hits that survive to the vendor’s website, the contract, the requester, the bank, or, for the collusion family, to the fraud response protocol.

Corroboration is where an analytics finding becomes an audit finding. A duplicate is corroborated by the vendor’s statement or a credit note; a self-approval by the workflow configuration that permitted it; a vendor-employee match by the employee’s disclosure record and the vendor’s registration; a bank change by the change request and the verification call that should have preceded it. The accounts payable audit guide covers the control tests that corroboration usually leads into, and the root cause analysis guide the step from a pattern of hits to the control failure behind it. Findings are written against the control that failed, with the hit count and the amount at risk, rather than as a list of anomalies; a list of anomalies is what the process owner will argue with, and a control failure with a count is what they will fix.

The triage and corroboration record

One record per test per run, with the hit-level detail held in the analytics workbook or tool and referenced. The record is what makes the run repeatable and what a reviewer reads to see that the hits were dealt with rather than counted.

AP analytics test record

1. Test. Catalog reference and name; family; run date; period covered; analyst.

2. Population. Tables and extraction queries; record counts and totals; reconciliation to the sub-ledger, bank or HR control totals; normalization applied.

3. Parameters. Thresholds, windows, floors and limits used, with the source of any organizational input (delegation of authority version, contract price file).

4. Results. Raw hit count and amount; hits after the mechanical pass with the systematic causes removed and listed; hits after the desk pass with the categories of explanation; hits taken to corroboration.

5. Corroboration. For each corroborated hit: evidence obtained, conclusion (error, control failure, policy breach, suspected fraud, false positive), amount, recovery status, referral made.

6. Findings. Control failures identified with counts and amounts; finding references; process changes agreed.

7. Tuning. False-positive causes to eliminate at source or exclude next run; parameter changes recommended; tests to add or retire.

8. Sign-off. Analyst, reviewer, dates; handling restrictions for records containing personal data.

Worked example: MidState Beverage’s first AP run

MidState Beverage, the illustrative three-state drinks distributor used across this site, runs AP through a 2013 ERP with a three-way match tolerance of 5 percent or $250 that has not changed since 2019, twelve depots that raise purchase requisitions, and two acquired distributors whose payables were migrated onto the ERP eighteen months ago. Its six-person audit function ran the catalog for the first time as part of the FY27 analytics allocation, with the analytics auditor spending 180 of the plan’s 600 analytics hours on it. The population was 14 months of data: 61,400 invoices totaling $148 million, 3,140 active vendors, 58,900 payments, and an HR file of 1,400 current and 312 terminated employees, reconciled to the sub-ledger and the bank within $2,100, which was traced to two voided checks.

FamilyRaw hitsAfter triageWhat was found
Duplicate payments1,9406341 confirmed duplicates totaling $286,000, 29 of them from the acquired distributors’ migrated vendor records (D5), recovered $241,000 within the quarter; the ERP’s exact-match check had been disabled during the migration and never re-enabled
Vendor-master red flags41227Two vendor bank accounts matching employee payroll accounts (V1): one a disclosed spouse-owned cleaning contractor, one an undisclosed trucking vendor owned by a depot manager, referred under the fraud protocol; 14 bank changes within 10 days of large payments (V5) with no verification call, one a business email compromise attempt that had been caught by the bank
Timing and sequence5,3002101,860 invoices dated before their POs (T1), concentrated in three depots, a purchasing control not operating rather than fraud; 92 same-day trios by two depot administrators (T2)
Amounts and outliers2,10088Clustering just below the $5,000 depot approval limit (A1) at two depots, 3.4 times the expected frequency; 31 split invoices (A2) from one fleet maintenance vendor; fuel surcharge share up from 6 to 11 percent of one carrier’s spend (A7) outside the contract
Approval and bypass1,4801,480 on P1, 19 others1,412 self-approved overrides on route-cash items (P1), the routing rule finding that became finding F2 in the route cash audit; 210 manual payments outside the run (P4), 40 to vendors, the rest treasury items excluded next run
Employee-vendor collusion966The depot manager’s trucking vendor (E1, E2, E3 all hit); one requester using a single sole-source vendor for $410,000 with no competitive process (E4); two post-termination approvals through a shared depot login (E5)

The run produced nine findings: the disabled duplicate check and the migration’s vendor duplication (High), the routing rule (High, already in the route cash report), the unverified bank changes (High), the depot manager’s undisclosed vendor (referred), the purchasing-control failure behind the pre-PO invoices (Medium), the below-limit clustering and splits (Medium), the shared depot login (Medium, cross-referenced to the ERP user access audit), the fuel surcharge leakage (Low, recovered $38,000), and the manual payment channel (Low). The recoveries, $279,000 in the first quarter, exceeded the analytics auditor’s annual cost, which the CAE put in the audit committee pack without comment. The second run, six months later, used the tuned parameters, excluded the treasury payments and the intercompany vendors by design, and took 60 hours.

From one-off run to continuous program

The first run is an audit; the second is a program. The transition has four parts. The tests are coded once, parameterized and stored under version control, so that a run is an execution rather than a rebuild, and the population reconciliation is part of the code. The frequency is set by test: duplicate and bank-change tests run monthly or before each payment run, because their value is in prevention; vendor-master and collusion tests quarterly; timing and amount tests semi-annually, because they describe process behavior that changes slowly. Ownership splits: the analytics auditor owns the tests, the AP manager receives the duplicate and bank-change hits as a control (which then becomes a management control the audit tests rather than performs, as the continuous auditing versus continuous monitoring guide distinguishes), and internal audit keeps the approval and collusion families, whose hits it would not hand to the process owner. And the results feed the risk assessment: a family whose hits fall to near zero for three runs is evidence for the internal audit risk assessment that the process risk has moved, and a family whose hits rise is a trigger to look before the annual plan does.

Common mistakes

Running the tests on an extract nobody reconciled. Matching on raw fields and drowning in false positives, or normalizing so aggressively that distinct vendors merge. Taking the approval limits from what people say instead of the delegation of authority as at the date. Handing the collusion family’s hits to the process owner. Reporting anomalies instead of control failures. Setting thresholds to catch everything and reviewing nothing. Treating the ERP’s duplicate check as a control without testing whether it is switched on and what it keys on. Excluding the acquired entities because their data is messy, which is where the duplicates were. Running once and calling it a program. And storing employee bank and tax data from the HR match in the analytics workbook without the access restrictions the data privacy audit guide would require of anyone else. The journal entry analytics catalog and the payroll analytics catalog follow the same structure, and the procurement fraud analytics guide covers the tender and contract side that this catalog begins at the invoice.

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