Ap workflow what is it

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Ap workflow what is it

  1. 1. AP Workflow – What is it? Maria Hugo & Craig Carson Salmat August 2010 The most comprehensive Oracle applications & technology content under one roof
  2. 2. Business Challenges <ul><li>Procure to pay process not enforced </li></ul><ul><li>Spreadsheets tracking invoices </li></ul><ul><li>Payments overdue </li></ul>
  3. 3. It started to feel something like this…
  4. 4. It could develop into this ….
  5. 5. AP Workflow – What is it? <ul><li>AP Workflow is an electronic invoice tracking and authorisation process which manages: </li></ul><ul><li>Upload of Invoice images to E1 </li></ul><ul><li>Data entry of invoice and relevant coding to GL accounts similar to Purchasing </li></ul><ul><li>Approval process which authorises final payment to the supplier </li></ul>
  6. 6. 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
  7. 7. AP Workflow – Integrated with your ERP System
  8. 8. Workflow Diagram
  9. 9. Process Flow Codes Controls the status of the workflow item through to completion where a real invoice is created for payment
  10. 10. AP Workflow - Samples <ul><li>Workflow Generated Emails </li></ul><ul><li>Invoice Worklist </li></ul><ul><li>AP Voucher Details </li></ul><ul><li>Invoice Image </li></ul><ul><li>Cost Allocation </li></ul><ul><li>Assignment and Approval Routes </li></ul><ul><li>Reject / Defer / Notes </li></ul><ul><li>Purchase Order / AP Workflow Approval </li></ul>
  11. 11. AP Workflow invoice sent for coding
  12. 12. AP Workflow approval requested
  13. 13. AP Workflow item approved
  14. 14. Coder Escalation
  15. 15. AP Workflow – Invoice Worklist
  16. 16. AP Workflow – Voucher Details
  17. 17. AP Workflow – Invoice Image
  18. 18. AP Workflow – Cost Allocation
  19. 19. AP Workflow – Assignment and Approval Route
  20. 20. AP Workflow – Reject / Defer / Notes
  21. 21. Purchase Order / AP Workflow Approval
  22. 22. Key Benefits <ul><li>Invoices are approved </li></ul><ul><li>No more lost invoices </li></ul><ul><li>Suppliers paid on time – discounts received </li></ul><ul><li>Resource efficiency within AP </li></ul><ul><li>Independent of Imaging Tool </li></ul><ul><li>Use of existing JDE Tool Set </li></ul>
  23. 23. Lessons Learnt <ul><li>Quality Control of Testing </li></ul><ul><li>High Turnover of AP Staff </li></ul><ul><li>User training & FAQs </li></ul><ul><li>PO Approval Routes revisited </li></ul>
  24. 24. StreamlineAP Demo
  25. 25. In the end you feel like this…
  26. 26. Close <ul><li>Price is what you pay. Value is what you get. Warren Buffett . </li></ul>
  27. 27. Questions
  28. 28. Contacts at Salmat <ul><li>Email: </li></ul><ul><li>[email_address] </li></ul><ul><li>Mobile:0417 695 875 </li></ul><ul><li>Email: </li></ul><ul><li>[email_address] </li></ul><ul><li>Mobile: 0406 462 132 </li></ul>
  29. 29. Tell us what you think… <ul><li>http://feedback.insync10.com.au </li></ul><ul><li>Thank You </li></ul>

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