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New & Emerging _ Bevan Wright _ Gaining Control of the procure to payment process.pdf

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  • 1. Gaining  Control  of  the  Procure   to  Payment  Process   Bevan  Wright   The most comprehensive Oracle applications & technology content under one roof
  • 2. Structure  of  Presenta4on  •  This  presenta4on  will:   –  Highlight  common  Accounts  Payable  and  Procurement  issues   –  Give  sugges4ons  on  areas  that  can  be  improved   –  Display  a  solu4on  designed  to  solve  these  issues  available  in  Australia   and  New  Zealand   Feel  free  to  keep  the  session  interac4ve  –  tell  us  of  your  issues  and  ask   ques4ons  as  we  go.   The most comprehensive Oracle applications & technology content under one roof
  • 3. Common  Faults  in  Procure  to  Pay   Process  •  Not  keeping  pace  with  technology  -­‐  Many  organisa4ons  con4nue  to  follow   manual  purchasing  and  accounts  payable  processes  with  their  modern  IT   systems.      •  This  can  extend  to:     –  ‘Paper  Pushing’  of  Accounts  Payable  Invoices  throughout  the   organisa4on  for  coding  and  approval   –  Use  of    Carbon  Copy  Purchase  Order  books   –  Limited  match  of  Order  to  Invoice   –  Checking  of  Delegated  Authority  at  random   –  Adhoc  addi4on  of  Supplier  Address  Book  records     Many  of  these  processes  have  not  been  altered  for  up  to  20  years.   The most comprehensive Oracle applications & technology content under one roof
  • 4. Areas  for  Improvement  •  Control    -­‐  find  areas  that  are  weak  in  control,  or  have  gaps  that  are  taken   advantage  of,  or  have  poten4al  for  problems  •  Set  clear  rules  for  where  a  Purchase  Order  should  be  used  within  your   organisa4on  •  Use  electronic  Purchase  Orders,  and  match  to  Invoices,  approve  variances  •  All  items  should  be  approved  against  delegated  authority  •  Have  the  ability  to  route  non  Purchase  Order  related  invoices  for  coding   and  approval  •  Discourage  post  Invoice  crea4on  of  Purchase  Orders  •  Give  business  users  visibility  of  past  invoices   The most comprehensive Oracle applications & technology content under one roof
  • 5. Areas  for  Improvement  con4nued….  •  Have  processes  and  system  controls  to  enforce  separa4on  of  du4es  and   allow  for  Audit  repor4ng  •  Consider  business  management  of  Invoice  Disputes,  Staff  on  leave,  email   reminders  etc  to  help  keep  the  process  moving  –  where  possible  empower   business  users  to  manage  their  business  •  Addi4on  of  Address  Book  Master  Informa4on  should  be  4ghtly  controlled:   –  Best  prac4ce  is  to  allow  for  request  /  approval  by  business  to  add  a   new  supplier,  followed  by  repor4ng  of  addi4ons  on  a  regular  basis     –  Addi4on  of  bank  accounts  require  deposit  slip   –  Limited  number  of  staff  who  can  create  /  modify  records   –  Payee  approval  ac4vated  on  your  ERP   The most comprehensive Oracle applications & technology content under one roof
  • 6. Areas  for  Improvement  con4nued….  •  Increase  efficiency  with  emailed  invoices,  colla4on  of  transac4ons  into  less   invoices,  and  par4cularly  with  Purchase  Order  match  •  All  payments  by  Direct  Credit,  less  payment  runs,  remi]ance  advice  sent   out  by  email   The most comprehensive Oracle applications & technology content under one roof
  • 7. Solu4on  -­‐  ApprovalPlus  •  ApprovalPlus  is  a  workflow  solu4on,  designed  to  streamline  the  accounts   payable  and  procurement  process  •  ApprovalPlus  interfaces  to  your  exis4ng  finance  system  to  source  items  such   as  Supplier  informa4on,  General  Ledger  codes,  Work  Orders  and  poten4ally   Purchase  Orders  •  Accounts  Payable  staff  scan  and  route  invoices  for  coding  and  approving   before  export  to  the  finance  system  for  payment  •  ApprovalPlus  is  designed  to  replace  the  paper  based,  non-­‐purchase  order   related  invoice  flow  in  the  organisa4on,  and  gives  the  op4on  of  a  user  friendly   Purchase  Order  module  •  Different  to  most  op4ons  that  tend  to  be  ‘Document  Management’  solu4ons,   ApprovalPlus  is  a  system  designed  for  Business  users  to  manage  Financial   informa4on     The most comprehensive Oracle applications & technology content under one roof
  • 8. ApprovalPlus  -­‐  Benefits   The most comprehensive Oracle applications & technology content under one roof
  • 9. Fusion5  -­‐  ApprovalPlus  Customers         The most comprehensive Oracle applications & technology content under one roof
  • 10. ApprovalPlus  Customers  Con4nued……  •  Who  is  a  typical  ApprovalPlus  Customer?   –  Mid  Sized  Organisa4on   –  20  to  500  staff  who  are  involved  in  Purchasing  or  Approval  of  Invoices   –  Oben  have  mul4ple  physical  loca4ons   –  May  have  encountered  a  Fraud  /  Loss   –  Desire  to  increase  financial  controls   –  Range  from  Not  for  Profit,  to  Government  Departments,  Councils  and   Commercial  Organisa4ons   –  Started  as  a  system  designed  for  JDE  customers,  and  extended  to   Oracle  E  Business,  Navision,  BPCS,  and  others   The most comprehensive Oracle applications & technology content under one roof
  • 11. ApprovalPlus  –  Invoice  Process   The most comprehensive Oracle applications & technology content under one roof
  • 12. ApprovalPlus  –  Scanning  Invoices  •  Op4ons:   –  Outsource  Service   –  OCR  Engine  (Op4cal  Character  Recogni4on)   –  Manual  Entry   Network  Drive   The most comprehensive Oracle applications & technology content under one roof
  • 13. ApprovalPlus  –  Manual     Invoice  Entry   The most comprehensive Oracle applications & technology content under one roof
  • 14. ApprovalPlus  –  Manual     Invoice  Entry  Assign  Preparer  (may  auto  assign)   System  Manages   Payment  Terms,   GST,  Exchange   Rates   The most comprehensive Oracle applications & technology content under one roof
  • 15. ApprovalPlus  –  Task  No4fica4on  Email  per  document,  or  emails  batched  Email  contains  URL  link  to  ApprovalPlus   The most comprehensive Oracle applications & technology content under one roof
  • 16. ApprovalPlus  –  User  Interface   User  Ac4vity  through   online  ‘To-­‐do’  list   The most comprehensive Oracle applications & technology content under one roof
  • 17. ApprovalPlus  –  Preparing  Invoice  Preparer  presented  with  invoice  image,  task  is  to  code,  provide  narra4on  and  select  approver  GL  code  list  restricted  per  user  Approver  list  determined  by  rela4onship,  Account  Code  and  Amount   The most comprehensive Oracle applications & technology content under one roof
  • 18. ApprovalPlus  –  Addi4onal  Informa4on  Preparer  or  Approver  can  a]ach  addi4onal  documenta4on   The most comprehensive Oracle applications & technology content under one roof
  • 19. ApprovalPlus  –  Dispute  Management   Business  User  Manages  Disputes   Users  can  add  comments  as   dispute  progresses   Informa4on  visible  to  Accounts   Payable  or  Business  users  at  any   4me   The most comprehensive Oracle applications & technology content under one roof
  • 20. ApprovalPlus  –  Invoice  Approval  Approver  receives  emails,  or  uses  ‘To-­‐do’  list  One  Screen  for  Review  and  Approve   The most comprehensive Oracle applications & technology content under one roof
  • 21. ApprovalPlus  –  Batching  of  Approved  Invoices  Invoices  Batched  and  sent  to  Finance  system  for  payment   The most comprehensive Oracle applications & technology content under one roof
  • 22. ApprovalPlus  Purchasing  Process   The most comprehensive Oracle applications & technology content under one roof
  • 23. ApprovalPlus  –  Purchase  Order  Entry   Orders  can  be  quan4ty   or  dollar  based   Price  Books  can  be   imported  or  a]ached   as  images   The most comprehensive Oracle applications & technology content under one roof
  • 24. ApprovalPlus  –  Purchase  Order  Approval  Purchase  Order  Approver  receives  email,  and  works  off    ‘To-­‐do’  list   The most comprehensive Oracle applications & technology content under one roof
  • 25. ApprovalPlus  –  Placing  the  Order  The  PO  Originator  will  receive  no4fica4on  of  Approval,  and  can  place  their  order  Orders  can  be  made  by  email,  printed,  or  phoned  through   The most comprehensive Oracle applications & technology content under one roof
  • 26. ApprovalPlus  –  Purchase  Order  A  standard  PO  format  is  provided,  but  can  be  customised  for  your  organisa4ons  requirements   The most comprehensive Oracle applications & technology content under one roof
  • 27. ApprovalPlus  –  Receip4ng  Users  access  orders  from  their  ‘To-­‐do’  list  and  receipt  goods  or  services   The most comprehensive Oracle applications & technology content under one roof
  • 28. ApprovalPlus  –  PO  Match  Accounts  Payable  enter  invoice  and  match  to  Purchase  Order  items.  If  there  is  an  overspend,  this  is  routed  for  addi4onal  coding  and  approval.    If  matched  –  invoice  inherits  coding  and  approval  from  PO  and  is  batched  with  invoices  to  send  to  the  Finance  system     The most comprehensive Oracle applications & technology content under one roof
  • 29. ApprovalPlus  –  User  Setup  Easy  assignment  of   Customisable  Account  Approvers  to   picklist  per  Preparer  each  Preparer   Delega4on  of  approval  limits   by:   •   Capex  and  Opex  costs   •   Override  by  Company,   Business  Unit,  GL  Account  or   Supplier   The most comprehensive Oracle applications & technology content under one roof
  • 30. ApprovalPlus  –  Other  Modules  Other  Modules  available:  •  Corporate  Cards  –  import  of  spend   from  Credit  Card  Companies,  Taxi   Charge,  Phone  Company  E-­‐bill  •  Projects  (approval  of  budgets,  and   track  of  spend  within  capital  or   opera4ng  projects)  •  Coming  soon…  staff  expense  claims   The most comprehensive Oracle applications & technology content under one roof

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