Ap workflow what is it
29
AP Workflow – What is it? Maria Hugo & Craig Carson Salmat August 2010 The most comprehensive Oracle applications & technology content under one roof
-
Upload
insync-conference -
Category
Documents
-
view
2.349 -
download
4
description
AP Workflow presentation - Salmat
Transcript of Ap workflow what is it
AP Workflow – What is it?Maria Hugo & Craig Carson
SalmatAugust 2010
The most comprehensive Oracle applications & technology content under one roof
Business Challenges
• Procure to pay process not enforced
• Spreadsheets tracking invoices
• Payments overdue
It started to feel something like this…
It could develop into this ….
AP Workflow – What is it?
AP Workflow is an electronic invoice tracking and authorisation process which manages:
•Upload of Invoice images to E1
•Data entry of invoice and relevant coding to GL accounts similar to Purchasing
•Approval process which authorises final payment to the supplier
Overview of the AP Workflow System
AP Team
Invoices scanned into E1
AP Team
AP team will select a coder (i.e users)
Coder
Email is received by coder to code an
invoice
Approver
Manager will receive and email to
authorise
AP Team
Invoice will be processed for
payment
Step 2 Step 3 Step 4 Step 5
End
Step 1
AP Workflow – Integrated with your ERP System
Workflow Diagram
Process Flow Codes
Controls the status of the workflow item through to completion where a real invoice is created for payment
Description Code Next
Possible Event Conditions/ Notes
Entered 100 200 Voucher Loaded No Approver Number 980 Rejected to supplier Forwarded to coder 200 Voucher Loaded With Approver Number or Coder allocated Email to coder required 150 Rejected to AP Alternate Coder Unknown 250 Selected
alternate coder Email to alternate coder required
400 Coded, press Save GL
Amount remaining = 0
450 Coded, and Submit for Approval pressed
Amount remaining = 0
Rejected to AP – Alternate Unknown
150 250 Alternate Coder selected
Email to coder required
980 Rejected to Supplier pressed
Forwarded to Alternate Coder
250 150 As Above As Above
250 400 450 Rejected to Coder 350 150 As Above As Above 250 400 450 Coded 400 450 GL Codes Saved Amount remaining = 0 Submitted for Approval
450 350 PO gets rejected
500 PO gets approved
Approved 500 999 PO approval Waiting for conversion of PO to receipted.
Rejected to Supplier 980 None Clicked Reject to Supplier
There is no current intent to process further from here. This may change in the future.
Completed. 999 Deletion Pending conversion to a proper voucher.
The current flow item details must be transferred onto the voucher created so that the AP workflow audit details can be located.
AP Workflow - Samples• Workflow Generated Emails
• Invoice Worklist
• AP Voucher Details
• Invoice Image
• Cost Allocation
• Assignment and Approval Routes
• Reject / Defer / Notes
• Purchase Order / AP Workflow Approval
AP Workflow invoice sent for coding
AP Workflow approval requested
AP Workflow item approved
Coder Escalation
AP Workflow – Invoice Worklist
AP Workflow – Voucher Details
AP Workflow – Invoice Image
AP Workflow – Cost Allocation
AP Workflow – Assignment and Approval Route
AP Workflow – Reject / Defer / Notes
Purchase Order / AP Workflow Approval
Key Benefits
• Invoices are approved• No more lost invoices• Suppliers paid on time – discounts received• Resource efficiency within AP
• Independent of Imaging Tool• Use of existing JDE Tool Set
Lessons Learnt
• Quality Control of Testing• High Turnover of AP Staff• User training & FAQs• PO Approval Routes revisited
StreamlineAP
Demo
In the end you feel like this…
Close
Price is what you pay. Value is what you get. Warren Buffett .
Questions
Contacts at SalmatEmail:
Mobile:0417 695 875
Email:
Mobile: 0406 462 132
