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AP Approval Process Knowledge Transfer Breakout Session 5sceis.sc.gov/documents/ppt_KT_AP5.pdf ·...
Transcript of AP Approval Process Knowledge Transfer Breakout Session 5sceis.sc.gov/documents/ppt_KT_AP5.pdf ·...
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Knowledge Transfer ProgramKnowledge Transfer Program Accounts Payable Breakout Session 5
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Ground Rules
Important Ground Rules– Sign the attendance sheet
– Feel free to ask questions
– Turn off your cell phones and pagers
– No email or internet usage during class except at breaks– No email or internet usage during class except at breaks
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Agenda
Invoice Processing, Including AP Workflow SSequence
Manage Workflow Information in Business Workflow
Review and SummaryReview and Summary
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Learning Objectives
Upon completion, you should be able to:– Describe the invoice process, including the APDescribe the invoice process, including the AP
workflow sequence.– Retrieve and view images from business workflow
i b d i SAP B i W k linbox and navigate SAP Business Workplace.– Approve invoices and credit memo payments and
cancellationscancellations.– Attach images to an existing AP document (late
imaging).– View attached image.– Follow workflow path
C t E t l il tifi ti– Create External email notification4
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Benefits of Approving AP in SAP
Integrated system
Real-time queries and reports
Easier identification and faster clearing ofEasier identification and faster clearing of pending invoices
F t i f d tFaster processing of vendor payments
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Invoice Processing Including APInvoice Processing, Including AP Workflow Sequence
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Learning Objectives
Upon completion, you should be able to:– Describe the invoicing process, including the AP
workflow sequence.– Retrieve and view images from business workflow inboxRetrieve and view images from business workflow inbox
and navigate SAP Business Workplace.– Approve invoices and credit memo payments and
cancellations.– Attach images to an existing AP document (late
imaging) if necessaryimaging), if necessary. – Follow workflow path.– Create external email notification.
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AP Workflow FlowchartReady for
Payment Run.
Payment Block Released.
Paper invoice arrives.
Scan invoice.
APPROVED
Workflow-1
The image cannot be displayed. Your computer may not have enough memory to open the image, or the image may have been corrupted. Restart your computer, and then open the file again. If the red x still appears, you may have to delete the image and then insert it again.
AP Lead
Approve orReject
The image cannot be displayed. Your computer may not have enough memory to open the image, or the image may have been corrupted. Restart your computer, and then open the file again. If the red x still appears, you may have to delete the image and then insert it again.
CG Audit
Approve or Reject
The image cannot be displayed. Your computer may not have enough memory to open the image, or the image may have been corrupted. Restart your computer, and then open the file again. If the red x still appears, you may have to delete the image and then insert it again.
AP Clerk/Super
CompleteInvoice
APPROVED
Invoice Posted.Payment Block Set.
Workflow-6
COMPLETED
External Email-4A& Workflow-4B
Reject RejectInvoice
REJECTEDDoc Email-5A
& Workflow-5B
REJECTEDDoc Email-2A
& Workflow-2B & Workflow 5B& Workflow 2B
Posting ErrorDoc Email-3A
& Workflow-3BLegend
Doc Email = SAP Inbox Document FolderDoc Email SAP Inbox Document Folder
Workflow = SAP Inbox Workflow Folder
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SAP Business Work PlaceAP Workflow
SBWPType
Receive Invoice Image
Or Click
Receive Invoice Image
1 Click
2 Click3 Click
AP ImagingAP ImagingDocument
Types
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Launch New AP TransactionFrom Image (Early Imaging)
AP Workflow
Invoice image appears along with execution box.
Click
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AP Workflow Launch New AP TransactionFrom Image (Early Imaging)
Blank SAP invoice screen appears with invoice image for reference. AP Clerk completes pinvoice transaction.
Click
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AP Workflow Sequence
AP Lead receives workflow message for completed invoice.
Click
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AP Workflow Sequence cont.
AP Lead reviews invoice (not shown). Click Approve/Reject screen appears. If rejected, reason screen appears.
2 Type
1 Click
3 Click
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AP Workflow Sequence cont.
AP Clerk receives rejection email and workflow messages.
Click
Workflow
Show Email & Workflow Messages Together
Reason
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AP Workflow Sequence cont.
AP Clerk/Supervisor corrects reason for rejection– Workflow is sent to AP Lead again for review
AP Lead approves invoice– Invoice is posted
W kfl i t t CG A dit f t l– Workflow is sent to CG Auditor for payment approval
If CG approves– Payment block is released and invoice is ready for payment run
If CG rejectsj– Workflow and express email are sent back to AP Lead– AP Lead can reverse invoice or send to AP supervisor to reverse
and then create new document for payment. AP L d i i– AP Lead approves new invoice.
– Workflow to CG for approval15
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View Images from an SAP Document
1 Click
2 Click
3 Click
4 ImageAppears
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Attach Images to an Existing SAP Document (Late Imaging)
AP Workflow
1 Click1 Click
2 Click
Invoice image appears with execution box. Enter Invoice Document NumberClick Enter buttonClick Enter button .Image is attached to document.
3 Click
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Manage Workflow Information inManage Workflow Information in Business Workflow
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Workflow Substitutions: Maintain
Set Up Workflow Substitution
Once in Business WorkplaceOnce in Business Workplace1. Select: Inbox > Workflow2. Select: Settings > Workflow Settings > Maintain Substitute
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Workflow Substitutions: Maintain cont.
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Workflow Substitutions: Maintain cont.
9. Click: Continue (green check) button.
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The substitute is now set up, but not activated.21
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Workflow Substitutions: Activate
Activate Workflow SubstitutionOnce in Business WorkplacepSelect: Inbox > WorkflowSelect: Settings > Workflow Settings > ActivateSelect: Settings Workflow Settings Activate
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Workflow Substitutions: Activate cont.3. Select the user-id to be the substitute (e.g. APLEAD2)4. Click: Activate (flashlight icon)
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The substitution status is now activated. 23
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Workflow Substitutions: Activate cont.5. Confirm the Substitute Status is “Active” 6. Click: Continue (green check)
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Workflow Substitutions: Adopt Substitution
The person that you want to adopt must set up your user-id via the Maintain procedure in their account before you can perform the Adopt procedure.p
From Business Workplace1. Select: Inbox > Workflow2 Select: Settings > Workflow Settings > Adopt Substitution2. Select: Settings > Workflow Settings > Adopt Substitution
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Workflow Substitutions: Adopt Substitution cont.3. Click the Check box next to the user for whom you want to be a
substitute (e.g. APCLERK2). 4 Click: Continue (green check)4. Click: Continue (green check)
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Check Status of Workflow
Display the list of workflow items that you have started1. Go to your Business Workplace
2. In Business Workplace, click Outbox1
p ,3. Click Started Workflows4. Click Change Selection Period icon 5. Click Define Freely6. Enter the starting date in the From Selection Date field
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Check Status of Workflow cont.
Investigate completed workflow items (solid brick)– Workflow items that have been completed are no longer in anybody’s
workflow inbox. The following steps display the users that g p p yparticipated in the approval process for completed items.
1. Select the appropriate line item.2 Cli k Di l W kfl L (th “ i t” i )2. Click Display Workflow Log (the “magic carpet” icon)
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Check Status of Workflow cont.
3. Click View: Workflow Agents tab
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The column ‘Agent for Task’ list user that participated in the workflow approval Inthe workflow approval. In this example, userid APCLERK2 completed an invoice, APLEAD2approved it and CGAUDIT2 approved it. 29
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Check Status of Workflow cont.
Investigate in progress workflow items (white and half-solid brick)– Workflow items that are in progress are in one or more user’s– Workflow items that are in progress are in one or more user s
workflow inbox. The following steps display the user id’s in which the workflow item is currently located.
1. Select the appropriate line item.2. Click Display Workflow Log (the “magic carpet” icon)
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1
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Check Status of Workflow cont.
3. Scroll down to the end of the window 4. Click in the Agent column, with status of In Process. 5. Click Agents button.
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Check Status of Workflow cont.
Once user clicks Agents button, the screen shown below will appear.The “Inbox” icon shows the userid(s) inbox in which the workflow item is currently locatedcurrently located.
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E t l E il N tifi tiExternal Email Notification
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External Email Notification
Documents that need to be reviewed in SAP can b t t il ddbe sent to any email address.The person wanting the email sent to another
dd i th th t t t th iladdress is the one that must set up the email account to automatically forward the email outside of SAPof SAP.
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Setting Email Notification
•Go to business workplace within SAP•Click on settings then office setting on your toolbarClick on settings then office setting on your toolbar
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Setting Email Notification cont.
Choose automatic forwarding and then click create.
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Setting Email Notification cont.
•Enter forwarding email address as an “external address.”•Type in a validity time period•Type in a validity time period.•Choose all documents•Check “Also place in inbox”
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Setting Email Notification cont.
•Save and you are finished.•The activity light should be green•The activity light should be green.•If the activity light is not green check the validity period.
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Summary
You should be able to:– Describe the invoice process, including the AP p , g
workflow sequence.– Retrieve and view images from business workflow
i b d i t SAP B i W k linbox and navigate SAP Business Workplace.– Approve invoices and credit memo payments and
cancellations.– Attach images to an existing AP document (late
imaging).– View attached image.– View workflow information in Business Workplace
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What Questions?
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