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