Procurement to Invoice

1. Procurement to Invoice Jim Boyer Sr. Consultant jim.boyer@cistech.net

2. Making it all work together $ $

3. Control

4. Why? • Accuracy • Control • Efficiency • Attainment • Costing • Performance The Goal

5. Procure to Invoice

6. Request & Validate • Request • Requisitioner • Item • Due date • Validate • Unit and Nature (Department / Account) • Tax • Unit of Measure

7. Request & Validate • Benefits of requisition system • Can’t be lost • Item Identification • Creator knows his department ? • Approver can review on-line • A/P has audit trail to source • Accuracy • Formal Communication

8. Approve & Order • Convert Requisition to Order • Validate / Authorize Pricing • Validate Tax Rules • Validate Unit / Nature • Authorize Delivery • Schedule Receiving

9. Approve & Purchase • Benefits • Better pricing • Better sourcing • Cash Commitments analysis • Better Control • Validate the Delivery • Validate the Invoicing Process

10. The Data Base • FOB Codes • Charges • Unit / Nature • Terms • Vendor Item Master • Personal Account

11. FOB Codes

12. FOB Codes

13. IFM Data

14. Terms • Terms are active in IFM and Purchasing

15. PO Header • Freight • Special Charge • Taxes • Approver • Payment Terms

16. Vendor Details

17. PO Header

18. PO Item

19. Key Data • FOB / Freight codes • Terms • Special Charges • Tax Transaction Types • Unit / Nature • Charge • Charge Type

20. Receive • Validate • Authorize • Identify

21. Receiving Screens

22. Key Receiving Data • PO Number • Item • Quantity / Unit if Measure • Release • Goods Receipt Note (GRN) • GRN Invoice ‘Y/N’

23. Receiving • Benefits • Confirm order is Delivered • Quality • Vendor Performance • Authorize Payment

24. Invoice Process • Validate • Record • Authorize

25. AP Invoicing • Manual Entry • Manual Generation • All / Selected • Ordered • Received • In Stock • Pay on Receipt Who is the accountant anyway?

26. Invoice Process Screens

27. Invoicing

28. Invoicing

29. Invoicing

30. Invoicing Match

31. Generate from Goods Received

32. Key Data • Invoice Number • GRN Number • Items • Amounts • FOB

33. Purchase to Voucher • Invoice Clearing • Inventory • Receipts Not Invoiced • RP 100 • RP 100 • AP 125 • CA 125 • CA 100 • Accounts Payable • Price Var. • Standard = 100 • Invoice = 125 • AP 125 • CA 25

34. Invoicing • Benefits • Pay PO Price • Pay for Received Quantity • Match Invoice to Inventory Receipt • Minimize Effort

35. Accrual • Accruals of receipts not invoiced • Generate Invoices from Goods Received • Process IFM Accruals • Delete Generated Batches • Reverse Accruals the Next Month

36. Outside Operations • Generate POs from Manufacturing Order Release • Process RP Transaction to Report Completion and Generate Liability • Process Invoice to Transfer Receipt Liability to Accounts Payable

37. The Requisition to Invoice

38. Return to Sender • Purchasing Debit Memo To • IFM A/P Debit

39. Return to Vendor

40. Return to Vendor • RP Purchase Receipt • PQ Purchase Quality Receipt • RQ Reject & Return For Quality • VR Vendor Return

41. Return to Vendor

42. Return to Vendor • VR – Vender return • PO • Location • Quantity • Resupply (Y/N)

43. Return to Vendor

44. Return to Vendor

45. Return to Vendor

46. Return to Vendor

47. Return to Vendor • Benefits • Pay Only for Good Parts • Better Communication • Transparency • Vendor Performance Reporting

48. Overall Benefits • Plan and Execute • Authorize • Control • Efficiency • Attain • Transparency Within the Enterprise

49. Procurement to Invoice Thank You for Attending!