Prática de Shadowing: Business English for Accounts Payable (Free PDF) - Essential Phrases and vocabulary - Aprenda a falar inglês com o YouTube
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In today's class, we're diving into the world of accounts payable.
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In today's class, we're diving into the world of accounts payable.
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You can use what you learn in this class to better communicate with your colleagues and explain your process to auditors,
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senior management, and advisors.
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Specifically, we'll cover the following three areas.
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Firstly, how to explain the process from procurement all the way up until payment.
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Secondly, phrases that we can use when there is a payment delay.
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And thirdly, the most common errors an accounts payable officer will have,
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and the language you can use to deal with them.
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Welcome to the channel where you learn the business English skills you need to succeed.
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If you haven't already, please hit the subscribe button,
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tick that notifications button as it helps me grow my channel
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and you'll also stay up to date with any new videos I release.
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All the phrases that we learned today,
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I've put them into a PDF file and you can download that in the link below.
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So let's jump into our first topic.
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So our first topic is how to explain the accounts payable process from procurement all the way to payment.
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So what does that mean?
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We want to understand the process of how our company purchases either a good
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or a service and then understand the steps to payment.
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So I'll give you the phrases that you'll need at each stage of that process.
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The first step is the procurement or purchasing stage.
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This happens before any goods or services are purchased and the following steps occur.
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So the procurement officer would send a request to the supplier for a quote and they would say something like this,
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could you please send me a quote for the following
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and then they would list the product or service that they need
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and then they would wait for the supplier to send the quote
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and a quote is an estimated price of a service or product.
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Generally the procurement officer sends two
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or three other suppliers an email requesting a quote as well
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and the procurement team would then choose the best quote and usually this is based off price.
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The second step would be to create a purchase order or PO once we have selected the best quote.
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Now PO is the name of the document we use to initiate our process internally.
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It contains the supplier's name,
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a list of the goods or services and the costs.
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So the procurement officer would say I raised or created a purchase order.
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Step number three is then the approval of of the purchase order.
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So the PO is then sent to the appropriate approver per the approval matrix.
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So that's a key term, approval matrix.
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And that's the document that shows the approvers in the organization and their approval limit.
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For example, the manager can approve expenses up to $100,000 and the CFO approves amounts over $100,000.
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So that document that specifies the person and the limit is what we call the approval matrix.
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The phrase the procurement officer would use here would be,
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I submitted or sent the PO for a new computer for approval.
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The approver would then look at the PO and ask the following question.
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Is the vendor set up in our system?
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Here set up means do they exist in the system?
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Did the procurement team request two or three other quotes?
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What are the payment terms.
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This means when do we need to pay the invoice?
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Is it five days, 15 days, or 30 days, etc?
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Is this cost in the budget?
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Or does the PO match the quote?
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So here match means to be the same.
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After the PO is approved,
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our step four is to send that to the supplier.
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The supplier then prepares the order and delivers the product or completes the service.
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Step six is the delivery note.
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So if we ordered a product,
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we will receive a delivery note from the person that delivers the product or service.
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So the procurement team would ask themselves the following question.
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Does the delivery note match the original quote?
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If there is a discrepancy,
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they may use some phrases like there are some products
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that are missing or this is not what we ordered
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and then you would show them the specific thing you ordered and that concludes the procurement phase.
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So the next phase is the invoice processing stage.
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So here we can use phrases like these.
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I have received the invoice.
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I have completed our three-way match process.
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So this means to match the PO,
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delivery note and invoice to see if they are all the same.
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If they are not, you can say there's a discrepancy between the invoice and PO,
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which means they are different and shouldn't be.
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At the end of class we'll look at what to say when there is a problem.
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I have coded the invoice which means to allocate the invoice to a general ledger code in the system.
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I have put, recorded, entered the invoice in the system so they're the verbs you would use.
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I have submitted, sent the invoice to the manager for approval.
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The invoice is marked for payment in the next payment cycle on
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and then we would specify the date
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or we could say payment will be made in the next payment run
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which is on and then we would specify the date
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so next cycle payment run they mean the same thing it's
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when you pay all your invoices so after the invoice has been approved this is
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when we start to make payment so we can use the following phrases.
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The invoice is ready for payment.
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We process payments on a net 30 basis,
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meaning 30 days after the invoice date.
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The vendor has requested early payment.
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The payment will go out in Friday's payment run,
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means we will pay the invoice on Friday or I will make payment on Friday.
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We're making the payment via bank transfer.
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The remittance advice will be sent once the payment is complete.
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So the remittance advice is the document you send to your supplier that has the information related to the payment you're making,
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such as the invoice number and the amount,
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etc. It helps your supplier reconcile your payment to their invoices.
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And we need to update the vendor's banking details.
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So perhaps the bank details in the system doesn't match the invoice or the supplier sent you a request to change them.
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Our second part of the class is when there is going to be a late payment.
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So that happens from time to time.
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But what's important is to communicate clearly to your suppliers
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and to people in your organization who deal with those suppliers in an effective and professional way.
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So we can use phrases like these.
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The payment is on hold due to missing documentation.
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So if something is on hold, it means it's paused.
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We haven't received the original tax invoice yet.
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The invoice amount doesn't match the PO.
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There's a discrepancy we need to resolve first.
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The banking details need to be updated in our system.
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We're still waiting for internal approval.
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the invoice missed the payment cutoff or cutoff date for this week.
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It will be paid in the next payment cycle on and then we would specify the date.
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So payment cutoff means if we have a date where all invoices must be received
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and it is received after that date we would not process them.
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We call that the cutoff date.
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For example, if the last day to receive invoices is on a Wednesday and the supplier sends on a Thursday,
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we can say they missed the payment cutoff or cutoff date.
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There was a delay in the invoice processing workflow.
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We've escalated the issue to the approving manager team.
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Escalate means to refer to a person with more authority or seniority.
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We are aiming to complete the payment by next Friday.
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So aiming means it is our intention to do something,
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but it's not 100% guaranteed.
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We sincerely apologize for delay.
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Thank you for your patience while we sort this out.
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If you don't know what sort out means,
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it's a phrasal verb that means to resolve an issue.
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I made a video explaining how to use phrasal verbs to describe problems and solutions.
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I'll leave the link at the end of the video for you.
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I'll follow up and get back to you as soon as possible.
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Two more phrasal verbs here.
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So follow up means to remind someone to do something and get back to you is the other phrasal verb,
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which means to reply or advise you in the future generally because you are waiting for information.
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Payment has been rescheduled for the next payment run on XYZ.
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We're experiencing a backlog of invoices at the moment and a backlog means accumulated invoices that you haven't processed.
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And that's because maybe you are away for a period of time,
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or because you receive more invoices than usual,
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and that's why they have accumulated.
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Mistakes happen, and that's all part of life,
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which brings us to our final subject for today,
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which is common accounts payable mistakes,
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and how to deal with them professionally.
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So we can use phrases like these.
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The invoice was entered with the wrong amount.
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I made a typo when I put the invoice in the system.
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So it's a little bit informal,
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but a typo means you made a mistake entering the invoice in the system.
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You could also say it was a typo.
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If you want to sound a bit more professional,
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you could say I put the wrong and then you specify whether it was the invoice number,
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the amount or the code in the system.
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We can also say it was assigned,
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allocated, put to the wrong vendor.
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So they're the verbs we use with vendor.
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Or the payment was made to the incorrect bank account.
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The same invoice was entered twice.
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It's a duplicate.
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We accidentally paid the wrong invoice number.
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The tax was calculated incorrectly
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The invoice was missed in the last payment cycle The invoice was not coded to the correct GL account
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We used the wrong currency for the payment
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The approval was not completed on time So there are our problems What are some phrases we can use to correct them?
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Thanks for pointing that out I'll fix it immediately.
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So if you point something out,
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you're bringing attention to something.
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We've issued raise a credit note to reverse the entry.
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I've updated the vendor profile with the correct information.
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The issue has been logged with IT support,
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meaning we've sent the problem to the IT team to try and correct.
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We've flagged the error to prevent it happening again.
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We'll make a manual payment to correct this.
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Please send us the corrected invoice.
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We've contacted the supplier to arrange a refund.
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We'll reconcile the error during the month-end closing.
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And that's our lesson for today.
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it's always important to reflect on what we've learned
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and the things we've learned today were our process from procurement until payment
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and the key phrases and terms we can use to help us describe each phase.
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If you like the video,
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please hit the like button,
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leave a comment below with any phrase related to accounts payable and I will correct it for you.
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Contexto e Antecedentes
No vídeo "Business English for Accounts Payable", o instrutor nos leva a explorar o mundo das contas a pagar, um tema essencial para profissionais que desejam se comunicar de maneira eficaz em ambientes corporativos. O objetivo é aprimorar a comunicação com colegas e explicar processos para auditores e gerentes seniores. Ao longo da aula, são apresentados conceitos fundamentais e frases úteis que facilitam essa comunicação, especialmente focando nas etapas que vão desde a aquisição de um produto ou serviço até o pagamento final.
Top 5 Frases para Comunicação Diária
- “Poderia, por favor, me enviar uma cotação para os seguintes produtos/serviços?” – Essa frase é fundamental na etapa de solicitação de cotações.
- “Eu criei uma ordem de compra (PO) para um novo computador.” – Usada após a seleção do melhor orçamento.
- “Enviei a PO para aprovação.” – Importante para informar sobre o status do pedido.
- “O fornecedor está cadastrado em nosso sistema?” – Importante questionamento durante o processo de aprovação.
- “Quais são os termos de pagamento?” – Pergunta essencial que determina o cronograma de pagamento.
Guia Passo-a-Passo para Shadowing
Para enfrentar a dificuldade apresentada neste vídeo de maneira eficaz, você pode seguir as etapas de shadowing. Isso significa que, ao assistir ao vídeo, você deve tentar imitar a pronúncia e o ritmo do falante. Aqui está como fazê-lo:
- Assista ao vídeo sem legendas: Tente captar o entendimento geral das falas e do conteúdo.
- Ative as legendas: Isso ajudará a compreender melhor as frases mencionadas e permitirá que você veja a ortografia das palavras.
- Pause e repita: Após ouvir uma frase ou expressão específica, pause e repita em voz alta. Isso ajudará a melhorar sua pronúncia em inglês.
- Use uma técnica de "shadow speech": Coloque o vídeo para tocar e, dessa vez, tente repetir as falas junto com o falante. Essa técnica melhora a fluência e a confiança.
- Pratique regularmente: Volte a assistir as partes que você achou mais desafiadoras e repita esse processo semanalmente. Considere criar um "site de shadowing" pessoal onde você documenta seu progresso.
Ao seguir essas etapas, você não apenas aprenderá inglês com o YouTube, mas também se tornará mais proficiente em comunicação de negócios. Não se esqueça de se concentrar em melhorar sua pronúncia em inglês e utilize o conteúdo oferecido neste vídeo para se destacar em ambientes profissionais!
O que é a Técnica de Shadowing?
Shadowing é uma técnica de aprendizado de idiomas com base científica, originalmente desenvolvida para o treinamento de intérpretes profissionais. O método é simples, mas poderoso: você ouve áudio em inglês nativo e repete imediatamente em voz alta — como uma sombra seguindo o falante com 1-2 segundos de atraso. Pesquisas mostram melhora significativa na precisão da pronúncia, entonação, ritmo, sons conectados, compreensão auditiva e fluência na fala.
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