Accounts Payable Process Interactions


Accounts Payable Process Interactions - Rackcdn.comb1ca250e5ed661ccf2f1-da4c182123f5956a3d22aa43eb816232.r10.cf1.rackcdn.com/c...

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• All business have accounting process

• Sweet spot 1000+ invoices per month

http://www.plusoneaccountspayable.com

Accounts Payable Process Interactions

AP Team PO Raiser

PO Approver

E R P

PO Receiver

Sublime

Vendor

- High level Workflow Presentation layer – (Web interface)

*

Pass

Fail Pass

Vendor Issue (Portal)

Fail Pass

PO Raiser

Fail

AP Team

Pass

Export Engine

Ingestion Engine

Business Rule Validation

MFD

Capture Logic Validation

Databases

OCR Engine

Ingestion Engine

Email

*

Business and validation logic rules applied as per customer requirements

Fail PlusOne validation

EDI

Fail

Pass

Validation XML feeds from customer ERP

Validated/Clean data exported to customer ERP

- High level Architecture

Disaster Recovery

Logic

Dataflow

Dataflow

Development Dataflow Test Dataflow

Live metrics and access

Database Capture Ingestion

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ERP Validation Feeds

Vendor

Business Internal Customer

Business ERP

Purchase order data Vendor table data

Accounts Payable Team

Sublime Team

PO and Vendor data valida on tables uploaded at agreed schedule

Capture Process

Vendor

Invoice created

EDI invoice feed

Business Internal Customer

Business ERP

Accounts Payable Team

Invoice received by AP team for processing Email

Post

Forwarding rule to PlusOne

Scan

WebDAV/SFTP

Sublime Team

Email scanned into PlusOne (source Preserved)

Image scanned into PlusOne

Invoice data extracted by PlusOne

Business Rule and Process Mul -level valida on Status assigned

Long term storage provider

Long term storage box

GST Number Invalid

GST number invalid

Vendor Vendor provides correct GST number to AP team

• •

Business Internal Customer

• Business ERP AP team update vendor table

Accounts Payable Team AP Team notify supplier via phone or email

AP team update PlusOne invoice data

(this can be automated by PlusOne)

Sublime Team

Invoice fails business rule field Cannot pass IRD GST algorithym valida on

Check GST number has been captured correctly in PlusOne – if not update Check GST number in vendor record in ERP– if incorrect update - invoice will pass on next data update and export Contact Vendor - GST number on record and invoice is incorrect

Possible Duplicate

Possible duplicate • •

Vendor



Check invoice record in ERP If date and amount are different append the invoice number with an A If invoice is a duplicate then ‘Delete’ the invoice in PlusOne

Business Internal Customer

• • • •

Business ERP



If same invoice number and same vendor number then review



Legal bills have no invoice number



Need ability to auto increment some invoice numbers for some vendors (from a selected set of service vendors)

Accounts Payable Team Invoice number apeneded with an 'A'

Invoice is 'Flag Deleted'

Invoice date and amount are different

AP team rescan original and invoice is "Flag Deleted'

AP team review

Sublime Team

Invoice is possibly a duplicate

Rules Compare, Invoice number, Invoice date, Invoice Amount, PO Number If 4 fields match then delete If 3 fields match then staff review

Bank Account Invalid

Bank Account Invalid

Vendor Vendor provides correct GST number to AP team

• •

Business Internal Customer

• • • • Business ERP AP team update vendor record

Accounts Payable Team

AP Team notify supplier via phone or email

AP team update PlusOne invoice data

Sublime Team

Invoice fails business rule field Cannot pass bank account algorithym valida on

Checks that the bank account captured on the invoice passes the bank account number validation algorithm Checks the bank account captured on the invoice matches the bank account held in the ERP Contact vendor to confirm Bank account details Update vendor account details in ERP Changes subject to Audit reporting Special reporting on payments to different vendors using same bank account.

Invoice Gross = 0

Invoice Gross = 0

Vendor Vendor provides new invoice

• • •

Business Internal Customer

Business ERP

Accounts Payable Team

AP team review

Invoice is marked as actioned in PlusOne. (Flag deleted, not exported)

Sublime Team

Invoice fails business rule field Invoice gross value equals 0

Automatically Delete – no action required by AP team Show result in bucket for last 30 days 0 dollar invoice for last month bucket

Invalid Date

Invoice Date Invalid

Vendor Vendor provides new invoice

• •

Business Internal Customer



Business ERP

Accounts Payable Team

AP team review

Update invocie date or invocie is 'Flag deleted'

Sublime Team

Invoice fails business rule field Invoice date is in the future or XXX days in the past

Invoice date is in the future or more than XXX days in the past AP team update the invoice date in accordance with business rules in PlusOne AP team review and forward to customer requesting valid invoice

PO Required

PO Required

Vendor Vendor provides PO number

• • • •

Business Internal Customer

• Purchaser raises PO according to business rules

Business ERP

Accounts Payable Team

AP team update invoice PO data in PlusOne

Sublime Team

PO Required

Email sent to Vendor – PO required (automated) Vendor contacts PO raiser to raise PO PO raiser raises PO PO data transferred to PlusOne in next scheduled Data export PO – matched with captured invoice data and validates moves to waiting export

PO Requires Approval / Not Authorised

PO Requires Approval

Vendor

• •

Business Internal Customer

• Authorised approver completes approval in ERP according to business rules

Business ERP

Accounts Payable Team

Sublime Team

PO Requires Approval



PO approval Email sent to PO raiser (aggregated and sent once per day by user) Include URL to ERP if possible – for web based approval/ease of use Do we need to hold Approval Hierarchy table so can be sent to all approvers Approval System for non PO ERP?

PO Not Receipted

PO Not Receipted

Vendor

• Business Internal Customer

• • • Purchasing staff receipt goods according to business rules

Business ERP

Automated email sent to PO raiser advising Invoice/PO not receipted and payment stopped until this has been done Deal with these by Vendor Receptors is often different person to raiser Date mismatch – Invoice presented but goods still in transit

Metrics • Workflow must enable business to measure by vendor and by AP clerk

Accounts Payable Team



Sublime Team

PO not receipted

Rule if it looks dodgy park – (Invoice outside average invoice presented)

PO Closed

PO Closed Vendor

Business Internal Customer

• • •

PO Has been closed New PO must be raised or New Lines added. Automated email to PO raiser advising new PO must be entered



Some thought required - possibly at company business rule level to change behaviors rather than PlusOne..?

Purchasing staff raise new PO or add line to exisitng PO according to business rules

Business ERP AP team update in ERP

Accounts Payable Team

AP team review

AP team update PlusOne invoice data or 'Flag Delete'.

Sublime Team

PO Closed All PO lines have been paid.

Tax Value Error

Tax Value Error

Vendor

• • •

Business Internal Customer

Business ERP AP team update in ERP

Accounts Payable Team

AP team review Recalculate tax amount

AP team update PlusOne invoice data

Sublime Team

Tax Value Error GST on invoice does not equal 15%

AP Team review Update in ERP Update in PlusOne

Vendor/GST Mismatch

Vendor

Vendor GST Mismatch • • •

Business Internal Customer

Business ERP Vendor number updated in ERP Accounts Payable Team

Is vendor number correct

Invoice data updated with correct vendor number

Sublime Team

Vendor GST Mismatch

AP team review If vendor number is incorrect update in ERP If it is correct update in PlusOne

Matched Lower Tolerance

PO matched with lower tolerance

Vendor

• • •

Business Internal Customer

Business ERP

Accounts Payable Team

Invoice available for AP team review. Invoice will export at next scheduled export.

Sublime Team

Matched - With Lower Tolerance Invoice pass all rules but value is less then expected but within allowable tolerance

AP team can match the invoice and PO without question subject to business rules Automated for single line invoices – no AP action required For Review by AP team of multiline PO

Matched Upper Tolerance

PO matched with Higher Tolerance

Vendor

• •



Business Internal Customer



Business ERP

Accounts Payable Team

Invoice available for AP team review. Invoice will export at next scheduled export.

Sublime Team

Matched - With Upper Tolerance Invoice pass all rules but value is less then expected but within allowable tolerance

AP team can accept a variance of 10% up to a maximum of $100.00 by Vendor Variances above this amount need to be referred back to the PO Raiser and Approver. AP team can accept a variance or ?? for freight allowances – By Vendor File needed for Validation

PO Closed

Cost Mismatch

Vendor



Business Internal Customer

Purchasing staff raise new PO or add line to exisitng PO according to business rules

Business ERP AP team update in ERP

Accounts Payable Team

AP team review

AP team update PlusOne invoice data or 'Flag Delete'.

Sublime Team

PO Closed All PO lines have been paid.

Email to Raiser to raise new PO or update existing according to business rules i.e. is outside tolerance.

Document Type Other

Other Document

Vendor



Business Internal Customer

Business ERP

Accounts Payable Team

AP team email, print or action as required.

Document is marked as actioned and 'Flag Deleted'

AP team review and complete action as required

Document is 'Flag Deleted'

Sublime Team

Matched - With Upper Tolerance Invoice pass all rules but value is less then expected but within allowable tolerance

AP team review and forward and mark ‘actioned’ or delete as required

Invoice Illegible

Invoice Illegible

Vendor Invoice is resubmitted

• • •

Business Internal Customer

Business ERP

Accounts Payable Team

Vendor is contacted to resubmit invoice and invocie is 'Flag Deleted

AP team rescan original and invoice is "Flag Deleted'

AP team review

AP team update in PlusOne

Sublime Team

Invoice does not meet required standard for presenta on

AP team review and update (from original if only a few fields illegible) AP team rescan original AP team contact vendor to resubmit and ‘Flag Delete original