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WORKFLOW “TAKING BACK CONTROL”

Learn how to identify invoice populations, stratify into groups, and automate workflow for better control and efficiency. Discover how to set up approval stops, route to different approvers, and customize workflow based on unique values.

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WORKFLOW “TAKING BACK CONTROL”

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  1. WORKFLOW“TAKING BACK CONTROL” Windy McCay – American Airlines / Barbara Hill – American Eagle

  2. Identify Invoice Population • Stratify into groups such as: • PO or non-PO/Contract • Department/Location • Invoice type such as fuel, tax, freight, etc. • Identify audit requirements, for example: • Information needed • Levels of approval required • Audit trail

  3. Identify Approvers • Separate approvers into groups such as: • Department • Location • Level • Position • Identify approval limits • Standing level • Delegated

  4. Identify Unique Values • Identify what unique values can be used to determine work flow such as • Approver • Location • American Airlines/American Eagle uses the approver’s employee number as the fundamental tool for routing • The employee number is entered in the Requestor field

  5. Automating Workflow • Should your invoice workflow be based on your company’s hierarchy? • Are your approver limits based on the approver’s position or level? If so, you may benefit from an interface with your HR system for automated updates to user profiles.

  6. Approver Workflow – User Profile To set up workflow by approver, an employee profile is required

  7. Approver Workflow – Next in Line Each employee must have a designated “Next-in-Line” approver

  8. Approver Workflow – Approval Stops Define routing rules for approver

  9. Routing to a Different Approver • To route to a different approver, the Requestor field needs to be updated with the new employee number

  10. When Does Invoice Workflow End? The invoice has completed all defined routing rules The invoice is approved by the Final approver In this example, the invoice workflow ended when the last approver (Barbara Hill) completed their approval.

  11. Exception/Special Case Workflow • Administrator • Invoices are routed to the admin queue per defined routing rules • Inactive approver • Incomplete or incorrect coding • Various routing issues • Tax Validation • Based on ship to/from address on invoice • Special routing conditions for freight

  12. Exception/Special Case Workflow Cont. • Supported by Contract • By checking the Supported by Contract block, the invoice routing is based on approval rules defined for contracts

  13. Customize Approval Stops • Job Sharing • Used when one approval of a group of approvers is sufficient for all

  14. Approval Stop Conditions The approval stop conditions can be configured on numerous fields

  15. Questions & Answers

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