Resources 10 Ways to Identify Accounts Payable Fraud

10 Ways to Identify Accounts Payable Fraud

Once you have your controls in place, how do you know they work? Learn how data analytics can help you detect fraud with these ten fraud indicators.

Accounts payable (AP) fraud is among the most common types impacting organisations. Organisations design controls within AP applications or in their purchase-to-payments processes to combat this risk. But just because an anti-fraud measure has been implemented doesn’t necessarily mean it’s effective.

Fraudsters are often cunning, and they find ways to circumvent your controls. So, how can you tell if fraud is happening?

It’s a good idea to start using data analytics — an effective way to uncover indicators you wouldn’t otherwise notice. Here are ten indicators of accounts payable fraud that data analytics can help you find.

1. Duplicate payments

If a vendor receives a monthly payment from an organisation, a fraudster may try to process it twice in one month and divert the funds into their account. It’s straightforward to claim this is an error. Conversely, shady vendors might know there are weaknesses in payment controls and try to submit duplicate invoices, hoping they’ll be paid twice.

Another way duplicate payments slip through unnoticed is when an invoice payment is made through a standard purchase order (PO) system and a “one-off” vendor expense system. This can happen if an employee forgets or never requests a PO for the expense.

Data analytics can help perform several tests on your data to find duplicate payments. It can look for combinations of duplicates related to invoice details (e.g., invoice number, vendor name, date, amount). It can also examine anomalies. Is there a transaction with matching data but a different invoice number? Is there a transaction with the same invoice number, amount, and date but for a different vendor number?

2. Split purchase orders and split payment approvals

For example, an employee can approve POs and invoice payments up to $2,000. They know that no one else needs to sign off except them. Anything higher than $2,000 goes for additional sign-off from senior managers. So, how do they process sizeable fraudulent payments? Breaking them up into increments of $2,000, thus circumventing the control.

This sort of fraud is easily detected with data analytics. Look for any series of PO approvals or payments within a given time frame that is within, say, 5% of an individual’s authorisation limit.

3. Phantom vendors

The Association of Certified Fraud Examiners estimates businesses lose 5% of their annual revenue to employee fraud and abuse. One standard employee fraud scheme involves phantom vendors—an employee sets up a fictitious or unauthorised vendor account and submits invoices or processes payments for non-existent or fraudulent goods and services.

Data analytics can find these schemes by looking for matches between data in separate systems, like vendor and employee HR systems. Simple tests include looking for employee and vendor account data matches—for example, matching addresses, bank account numbers, telephone numbers, and tax ID numbers.

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4. Purchases of consumer items

Another type of employee fraud involves a manager with purchasing authority ordering materials or services for their personal use rather than the organisation’s.

A simple data analysis test looks for keywords associated with consumer or home-use items. Create a data table that includes a list of all suspicious words (e.g., particular vendor names, like “Home Depot” or “Amazon”, and item descriptions, like “garage shelving”).

Other tests include listing suspect merchant codes (if available), such as those relating to home goods, vacations, or luxury items, or finding matches between a shipping address for something ordered from a vendor and an employee address.

5. “Flip flop” vendor master file changes

Fraud detection data analytics don’t have to be applied solely to purchase and payment transactions. For example, an employee could fraudulently access a vendor master record and input their bank account information. This results in making a payment into the employee’s account. After taking the money, the employee accesses the vendor master file and reverses the change.

Data analytics can be run against vendor master change data to detect any change that is reversed quickly.

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6. Invoices with no matching receiving support

This occurs when an employee colludes with a vendor and submits invoices for non-existent or fraudulent goods and services. The employee approves the payment, the vendor is paid, and the employee gets a kickback.

In organisations that track the receipt of goods through a goods received system, data analytics can identify any failure to find a match between an invoice and the goods received system. This can be extended to check for three-way matches, when appropriate, between a PO, the goods received records, and the invoice.

7. Unusually high pricing for goods and services

An employee may collude with a vendor and approve purchases at inflated rates in order to receive a kickback from the vendor.

An analysis can compare the average prices paid for goods and services across a wide range of vendors offering basically similar items.

8. Benford’s Law

Benford’s Law is an old favourite to detect numeric amounts that don’t fit expected patterns. It’s based on the observation that there is a statistical probability of the percentage of times a given digit is in a given position in a string of numbers, such as amounts.

Many fraud solutions include a Benford capability that automatically produces a graph of the expected distribution of numbers. It highlights any that are statistically unusual. This finds the fraudsters who generate payments for personal benefit through false invoices or other means—and who use amounts that aren’t typical of actual costs.

It’s not always a given that an anomaly detected by Benford analysis is fraudulent—but it can indicate something unusual, which might need a second look.

9. Round amounts

Earlier, we said that fraudsters are often cunning. Now, we caveat that with “not always.” Sometimes, they do things not typical of legitimate transactions—like processing an invoice or payment transaction that is “rounded.” Of course, legitimate transactions can be round amounts. However, in practice, round amounts in payment systems are typically uncommon, particularly when applying sales tax and other calculations.

A “round amount” data analytic can quickly detect any amount that ends in an unusually long string of zeros. The calculation for this is often based on using a MOD function to determine whether a remainder is a zero.

10. Sequential invoices

Sometimes, fraudsters make foolish mistakes. An example would be an employee who sets up a phantom vendor account and submits invoices for fictitious goods and services—but fails to think about how invoice numbers progress in the real world. For example, if the entire range of invoice numbers from Acme Cleaning over two years is from “20101” to “20124,” it would imply that the vendor has no other business or customers. Of course, this could be valid in some circumstances, though unlikely.

A sequential invoice number test analyses each vendor’s invoice numbers over a given time frame and indicates the average range between numbers. Focusing the investigation on vendors with the smallest range can be a relatively quick process to determine if something unusual and potentially fraudulent exists.

Protecting Against Accounts Payable Fraud: An ongoing process

The 10 AP fraud detection analytics described above are an excellent place to start for most organisations. After beginning with a series of relatively basic analytics and reviewing the value of the results, the next step is often to tweak processes.

In practice, some analytics may not prove helpful and may be replaced with others. That’s perfectly okay! Within a relatively short time frame, you can expect to use a suite of automated analytics regularly, establishing a vital core element of an ongoing fraud detection program.

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