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Thanks Everyone, I hope you enjoyed the 411th Episode of the Putting the AP in hAPpy Podcast where Accounts Payable teams are Empowered to Protect the Vendor Master File from Fraud. Don’t forget to check the show notes for the links mentioned in the podcast. If you enjoyed this episode, consider subscribing and writing a review of my podcast on the platform that you use to listen.

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Show Notes

The IRS reported in 2021 that less than 1% of organizations that should backup withhold from vendor payments are doing it. Jason Dinesen, EA joins the episode today to discuss what is backup withholding when it should be done.

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Check out my website training.debrarrichardson.com if you need help implementing authentication techniques, internal controls, and best practices to reduce the potential for fraudulent payments, compliance fines or bad vendor data. The Vendor Process Training Center for 173+ hours of weekly live and on-demand training for the Vendor team.

Links mentioned in the podcast + other helpful resources:

• Jason Dinesen, EA: Information Return Intelligence
• YouTube Channel: https://www.youtube.com/c/DebraRRichardsonLLC
• Ask Vendor Process Questions: AskVeraTM
• Authentication Free Training: 3 Step Vendor Setup & Maintenance Process Workshop
• Do You Have A Controlled Vendor Process? Roadmap to a Controlled Vendor Process
• Free Download: Vendor Validation Reference List with Resource Links https://training.debrarrichardson.com/validation-reference
• Vendor Process Training Center - https://training.debrarrichardson.com
• Customized Fraud Training: https://training.debrarrichardson.com/customized-fraud-training
• Free Live and On-Demand Webinars: https://training.debrarrichardson.com/webinars
• Vendor Master File Clean-Up: https://training.debrarrichardson.com/cleanup
• YouTube Channel: https://www.youtube.com/c/DebraRRichardsonLLC
• More Podcasts/Blogs/Webinars https://training.debrarrichardson.com
• More ideas? Email me at debra@debrarrichardson.com
• Music Credit: www.purple-planet.com

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What happens when the AI agent you built to save time starts doing things you never authorized? In this episode, Jon Odalen and I explore how user-built AI agents can expose vendor PII, hand data to the wrong people that may unintentionally make it available for fraudulent use.

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Check out my website training.debrarrichardson.com if you need help implementing authentication techniques, internal controls, and best practices to reduce the potential for fraudulent payments, compliance fines or bad vendor data. The Vendor Process Training Center for 173+ hours of weekly live and on-demand training for the Vendor team.

Links mentioned in the podcast + other helpful resources:

• Jon Odalen, Founder of Weaveframe: Connect on LinkedIn Weaveframe
• National Cybersecurity Alliance: 2026 Oh Behave Report
• Barracuda Article: Confessions of a Shadow AI User
• National Cybersecurity Alliance Cybersecurity Awareness Month 2026: https://www.staysafeonline.org/cybersecurity-awareness-month
• YouTube Channel: https://www.youtube.com/c/DebraRRichardsonLLC
• Ask Vendor Process Questions: AskVeraTM
• Authentication Free Training: 3 Step Vendor Setup & Maintenance Process Workshop
• Do You Have A Controlled Vendor Process? Roadmap to a Controlled Vendor Process
• Free Download: Vendor Validation Reference List with Resource Links https://training.debrarrichardson.com/validation-reference
• Vendor Process Training Center - https://training.debrarrichardson.com
• Customized Fraud Training: https://training.debrarrichardson.com/customized-fraud-training
• Free Live and On-Demand Webinars: https://training.debrarrichardson.com/webinars
• Vendor Master File Clean-Up: https://training.debrarrichardson.com/cleanup
• YouTube Channel: https://www.youtube.com/c/DebraRRichardsonLLC
• More Podcasts/Blogs/Webinars https://training.debrarrichardson.com
• More ideas? Email me at debra@debrarrichardson.com
• Music Credit: www.purple-planet.com

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Fraudsters continue to evolve but there are still lazy fraudsters that keep using the same tactics to divert vendor payments, because they keep working.

Keep listening.

Check out my website training.debrarrichardson.com if you need help implementing authentication techniques, internal controls, and best practices to reduce the potential for fraudulent payments, compliance fines or bad vendor data. The Vendor Process Training Center for 173+ hours of weekly live and on-demand training for the Vendor team.

Links mentioned in the podcast + other helpful resources:

• New Scam Alert: BEC Victim Lost $600K
• YouTube Video: How To Check if the Domain of Your “Vendor’s” Email Address is Fake? - ICANN
• YouTube Video: How To Check if the Domain of Your “Vendor’s” Email Address is Fake - Whois
• National Cybersecurity Alliance Cybersecurity Awareness Month 2026: https://www.staysafeonline.org/cybersecurity-awareness-month
• YouTube Channel: https://www.youtube.com/c/DebraRRichardsonLLC
• Ask Vendor Process Questions: AskVeraTM
• Authentication Free Training: 3 Step Vendor Setup & Maintenance Process Workshop
• Do You Have A Controlled Vendor Process? Roadmap to a Controlled Vendor Process
• Free Download: Vendor Validation Reference List with Resource Links https://training.debrarrichardson.com/validation-reference
• Vendor Process Training Center - https://training.debrarrichardson.com
• Customized Fraud Training: https://training.debrarrichardson.com/customized-fraud-training
• Free Live and On-Demand Webinars: https://training.debrarrichardson.com/webinars
• Vendor Master File Clean-Up: https://training.debrarrichardson.com/cleanup
• YouTube Channel: https://www.youtube.com/c/DebraRRichardsonLLC
• More Podcasts/Blogs/Webinars https://training.debrarrichardson.com
• More ideas? Email me at debra@debrarrichardson.com
• Music Credit: www.purple-planet.com

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How confident are you that your current vendor process can avoid tomorrow’s fraud? Without a controlled vendor add and change process to avoid fraud, two upcoming Nacha rule changes will expose your organization to increased financial losses and heightened identity theft risks. Which two rules are coming up in 2027?

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Check out my website training.debrarrichardson.com if you need help implementing authentication techniques, internal controls, and best practices to reduce the potential for fraudulent payments, compliance fines or bad vendor data. The Vendor Process Training Center for 173+ hours of weekly live and on-demand training for the Vendor team.

Links mentioned in the podcast + other helpful resources:

• A Security Audit to Protect Vendor Data and Avoid Fraud (On-Demand): https://training.debrarrichardson.com/course/january2024
• Increasing the Same Day ACH Dollar Limit to $10 Million - https://www.nacha.org/rules/increasing-same-day-ach-dollar-limit-10-million-0
• International ACH Transactions (IAT): https://www.nacha.org/rules/international-ach-transactions-iat
• National Cybersecurity Alliance Cybersecurity Awareness Month 2026: https://www.staysafeonline.org/cybersecurity-awareness-month
• YouTube Channel: https://www.youtube.com/c/DebraRRichardsonLLC
• Ask Vendor Process Questions: AskVeraTM
• Authentication Free Training: 3 Step Vendor Setup & Maintenance Process Workshop
• Do You Have A Controlled Vendor Process? Roadmap to a Controlled Vendor Process
• Free Download: Vendor Validation Reference List with Resource Links https://training.debrarrichardson.com/validation-reference
• Vendor Process Training Center - https://training.debrarrichardson.com
• Customized Fraud Training: https://training.debrarrichardson.com/customized-fraud-training
• Free Live and On-Demand Webinars: https://training.debrarrichardson.com/webinars
• Vendor Master File Clean-Up: https://training.debrarrichardson.com/cleanup
• YouTube Channel: https://www.youtube.com/c/DebraRRichardsonLLC
• More Podcasts/Blogs/Webinars https://training.debrarrichardson.com
• More ideas? Email me at debra@debrarrichardson.com
• Music Credit: www.purple-planet.com

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Duplicate vendors can lead to internal and external fraud. Here is how to eliminate duplicate vendors in the vendor master file, how to prevent them in the first place, and which vendors I’ve seen that always have duplicates.

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Check out my website training.debrarrichardson.com if you need help implementing authentication techniques, internal controls, and best practices to reduce the potential for fraudulent payments, compliance fines or bad vendor data. The Vendor Process Training Center for 173+ hours of weekly live and on-demand training for the Vendor team.

Links mentioned in the podcast + other helpful resources:

• Standardize Vendor Addresses: Smarty - https://smarty.com/
• National Cybersecurity Alliance Cybersecurity Awareness Month 2026: https://www.staysafeonline.org/cybersecurity-awareness-month
• YouTube Channel: https://www.youtube.com/c/DebraRRichardsonLLC
• Ask Vendor Process Questions: AskVeraTM
• Authentication Free Training: 3 Step Vendor Setup & Maintenance Process Workshop
• Do You Have A Controlled Vendor Process? Roadmap to a Controlled Vendor Process
• Free Download: Vendor Validation Reference List with Resource Links https://training.debrarrichardson.com/validation-reference
• Vendor Process Training Center - https://training.debrarrichardson.com
• Customized Fraud Training: https://training.debrarrichardson.com/customized-fraud-training
• Free Live and On-Demand Webinars: https://training.debrarrichardson.com/webinars
• Vendor Master File Clean-Up: https://training.debrarrichardson.com/cleanup
• YouTube Channel: https://www.youtube.com/c/DebraRRichardsonLLC
• More Podcasts/Blogs/Webinars https://training.debrarrichardson.com
• More ideas? Email me at debra@debrarrichardson.com
• Music Credit: www.purple-planet.com

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You may know about the TIN Match tool provided by the IRS, but do you know about the other free tool you should be using to validate tax-exempt organizations?

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Check out my website training.debrarrichardson.com if you need help implementing authentication techniques, internal controls, and best practices to reduce the potential for fraudulent payments, compliance fines or bad vendor data. The Vendor Process Training Center for 173+ hours of weekly live and on-demand training for the Vendor team.

Links mentioned in the podcast + other helpful resources:

• National Cybersecurity Alliance Cybersecurity Awareness Month 2026:https://www.staysafeonline.org/cybersecurity-awareness-month
• Training Session: Validation with IRS Exempt Organizations and State Resources to Avoid Fake Charities for Giving Tuesday and Beyond
• YouTube Channel: https://www.youtube.com/c/DebraRRichardsonLLC
• Ask Vendor Process Questions: AskVeraTM
• Authentication Free Training: 3 Step Vendor Setup & Maintenance Process Workshop
• Do You Have A Controlled Vendor Process? Roadmap to a Controlled Vendor Process
• Free Download: Vendor Validation Reference List with Resource Links https://training.debrarrichardson.com/validation-reference
• Vendor Process Training Center - https://training.debrarrichardson.com
• Customized Fraud Training: https://training.debrarrichardson.com/customized-fraud-training
• Free Live and On-Demand Webinars: https://training.debrarrichardson.com/webinars
• Vendor Master File Clean-Up: https://training.debrarrichardson.com/cleanup
• YouTube Channel: https://www.youtube.com/c/DebraRRichardsonLLC
• More Podcasts/Blogs/Webinars https://training.debrarrichardson.com
• More ideas? Email me at debra@debrarrichardson.com
• Music Credit: www.purple-planet.com

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We all know that a confirmation phone call for vendor remittance changes is a standard control to avoid payment fraud. Anyone who has ever performed that duty knows how frustrating it can be to reach some vendors. One subscriber asked if they could use a video conferencing platform instead. Hmmm….

Keep listening.

Check out my website training.debrarrichardson.com if you need help implementing authentication techniques, internal controls, and best practices to reduce the potential for fraudulent payments, compliance fines or bad vendor data. The Vendor Process Training Center for 173+ hours of weekly live and on-demand training for the Vendor team.

Links mentioned in the podcast + other helpful resources:

• YouTube Video: One Gesture That May Expose a Deepfake Video
• Ask Vendor Process Questions: AskVeraTM
• Authentication Free Training: 3 Step Vendor Setup & Maintenance Process Workshop
• Do You Have A Controlled Vendor Process? Roadmap to a Controlled Vendor Process
• Free Download: Vendor Validation Reference List with Resource Links https://training.debrarrichardson.com/validation-reference
• Vendor Process Training Center - https://training.debrarrichardson.com
• Customized Fraud Training: https://training.debrarrichardson.com/customized-fraud-training
• Free Live and On-Demand Webinars: https://training.debrarrichardson.com/webinars
• Vendor Master File Clean-Up: https://training.debrarrichardson.com/cleanup
• YouTube Channel: https://www.youtube.com/c/DebraRRichardsonLLC
• More Podcasts/Blogs/Webinars https://training.debrarrichardson.com
• More ideas? Email me at debra@debrarrichardson.com
• Music Credit: www.purple-planet.com

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From process failures to managers covering up what was really going on, here are 5 missed chances a fraudulent payment could have been stopped or contained. Plus, what lessons you can take so the same thing does not happen at your organization.

Keep listening.

Check out my website training.debrarrichardson.com if you need help implementing authentication techniques, internal controls, and best practices to reduce the potential for fraudulent payments, compliance fines or bad vendor data. The Vendor Process Training Center for 173+ hours of weekly live and on-demand training for the Vendor team.

Links mentioned in the podcast + other helpful resources:

• Article: Report says procedural failures, managerial cover-up led to Ocala’s $492,000 cyber fraud incident
• Fraud Training: Fraud News & New Scam Alerts + How To Prevent Them
• Add More Controls to Avoid Fraud > AVM Framework: 3 Step Vendor Setup & Maintenance Process Workshop
• Ask Vendor Process Questions: Ask VeraTM
• Do You Have A Controlled Vendor Process? Roadmap to a Controlled Vendor Process
• Free Download: Vendor Validation Reference List with Resource Links https://training.debrarrichardson.com/validation-reference
• Vendor Process Training Center - https://training.debrarrichardson.com
• Customized Fraud Training: https://training.debrarrichardson.com/customized-fraud-training
• Free Live and On-Demand Webinars: https://training.debrarrichardson.com/webinars
• Vendor Master File Clean-Up: https://training.debrarrichardson.com/cleanup
• YouTube Channel: https://www.youtube.com/c/DebraRRichardsonLLC
• More Podcasts/Blogs/Webinars https://training.debrarrichardson.com
• More ideas? Email me at debra@debrarrichardson.com
• Music Credit: www.purple-planet.com