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Accounts Payable Workflow Finance

Accounts Payable Workflow Finance. Ruben van Leeuwen Cardinal Health EIT Europe. Workflow Finance Business Case. Centralization of Finance (Shared Services) Easy solution for Account Payable (Invoices and Purchase Orders of Non-Stock items) 60.000 – 70.000 invoices each year

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Accounts Payable Workflow Finance

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  1. Accounts Payable Workflow Finance Ruben van Leeuwen Cardinal Health EITEurope

  2. Workflow Finance Business Case • Centralization of Finance (Shared Services) • Easy solution for Account Payable (Invoices and Purchase Orders of Non-Stock items) • 60.000 – 70.000 invoices each year • Simple workflow process for users and budget controllers • Archive of invoices • Convert paper to digital documents • Batch possible • Interface with Mfg/Pro

  3. Workflow Finance (non PO invoices) 1) Scan invoices 2) OCR Recognition CORSA Supplier details 3) Validation and booking- account/subaccounts- cost centre 5) Interfaces MFG/pro 6) Payment: Voucher Nbr +Payment date Archive 4) Authorization process

  4. Workflow process 1) Scan invoices & 2) OCR recognitionIncoming invoices scanned locally (TIFF format, 300 dpi) are sent through the network to the Corsa document server in Kleve. Data extraction organized batch per batch / country per country. (Templates)

  5. Workflow process 3) Validation and bookingFor each invoice several booking lines are created with account/cost centre/project code..

  6. Workflow process 4) Authorization processApproval of invoices. Attached to each CC we have 4 approval levels for each country.Possibility for second opinion. Invoice can be Approved, Rejected, SO or Cross Charged to other CC.

  7. Workflow process • 5) InterfacesFrom MFG/Pro to Corsa: • - Supplier information • - Voucher-nbr • - Payment date • From Corsa to MFG/Pro: • - Invoices dataData from Corsa is exported as XML format and with the CIM program data is pushed into Mfg/Pro program 28.1.1.Corsa will create for each authorized invoice a unique case ID. Mfg/Pro will create a unique number after cimming into 28.1.1. (=Voucher number). These two numbers will be exported back to Corsa together with the payment date.

  8. Workflow process 5) PaymentAfter creating the voucher number in Mfg/Pro (28.1.1) a “payment advice” will be generated. This must be authorized by the A.P. group.Payments in MFG/Pro are made using “checks” (program 28.9.4.6).In addition only the checks for Corsa vouchers will have to be selected. Vouchers from Corsa can be identified by the batchcode (ap_batch) of the voucher that begins with “WF”.Voucher nbr + Payment date is send on daily base to Corsa

  9. Workflow process 5) Payment

  10. MFG/Pro CORSA Daily export active suppliers Supplier info IMPORT in Voucher module XML invoice Daily export New vouchers Vouchers 28.9.4.1 Payment selection - automatic 28.9.4.4 Payment selection register 28.9.4.6 Payment - Automatic checks Daily export Payments Payments Interfaces Corsa - MFG/pro

  11. Interfaces Corsa - MFG/pro: Import Supplier data

  12. CORSA Voucher data* Voucher Maintenance BATCH Processing 28.1.1 Voucher Maintenance processing MFG/Pro DB Errors** Interfaces Corsa - MFG/pro: Import in Voucher Module - MFG/pro

  13. Interfaces Corsa - MFG/pro: Input Voucher data - MFG/pro

  14. Interfaces Corsa - MFG/pro: Input Voucher data - MFG/pro *) For cost-invoices, all lines will be booked without VAT and the amounts should also be ex VAT. The (total)-tax must be booked as separate line(s).

  15. BEGIN XML-voucher Check input file for any problems 1) OK? Check account/subacc/cc OK? • Set account to default account 1399 • Set confirmed to NOAssigned-to = person CIM voucher MFG/Pro OK? Undo CIM-load Error reporting Error report MFG/Pro END Interfaces Corsa - MFG/pro: Input Voucher data - voucher process in MFG/pro 1) Several checks will be performed on the input file: Check if data was process before??? Check if all lines have non-zero amount

  16. Batchcode Supplier Shipto Invoicedate Currency DocumentID Invoicenbr Input Voucher data - MFG/pro

  17. Accountnbr Costcenter Projectcode Description Amount Input Voucher data - MFG/pro

  18. Payment: Voucher nbr + payment date

  19. Workflow Finance advantages after implementation • Improved invoice processing • -> More control • Improved management reporting • Digital archiving: No lost invoices • Less storage space required • Invoices are digitally available at every (authorised) workstation • More acceptance of credit terms • Measurable savings per invoice (time, fte, money: no double payments, less reminders)

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