1. Background of Electronic Approval Process Reason for the change The Approval Process Picking Up a Task to Authorise...
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1 Finance Department Electronic Invoice Authorisation
2 Contents 1. Background of Electronic Approval Process Reason for the change The Approval Process Picking Up a Task to Authorise...5 2
3 Change History Version Date Author 1 23 February 2009 Karen Porteous 3
4 1. Background of Electronic Approval Process Electronic Invoice Authorisation Electronic invoice approval allows invoices not relating to purchase orders to be approved for payment electronically via Aptos rather than by signing the actual invoice. The cost centre and analysis code are provided at the point of order and the invoice is then sent directly to Accounts Payable. The invoice is then entered onto Aptos using these details and scanned at the same time. If for any reason the cost centre and analysis code are not quoted on the invoice it will be returned to the supplier resulting in a delay in processing the invoice and ultimately a delay in payment. Once the invoice has been entered a workflow task will be created within Aptos which will appear in the task list of every approver set up for that cost centre. The approvers will be able to drill down to the invoice on the system and then through to the scanned image so full details will be available for making an informed decision with regards approving the spend. Approvers will have the ability to approve, dispute or reject an invoice; with a reason for the dispute or rejection must be recorded on Aptos. This is essential to ensure a clear audit trail and allow staff to follow up on any issues Reason for the change The change is being introduced for a number of reasons. Some of the potential benefits from the new system are outlined below: Reduced risk of invoices going missing (only one mailing rather than two) Budget reports should be more timely and accurate as the cost will appear on the report as soon as the invoice has been approved. Reduced risk of fraud 4
5 2. The Approval Process Electronic Invoice Authorisation The workflow task is created when Accounts Payable try to authorise an invoice. The task is directed to all actors designated as approver for the cost centre on the invoice with value also taken into account. The important point to note is that until all invoice lines are authorised the invoice remains as registered Picking Up a Task to Authorise WF Task Console This screen displays any tasks for the user and automatically refreshes. AP invoice authorisation tasks have a description of approve level x where x depends on the value Click on the drill at the end of the line to open the task This shows the details of the task To view the invoice Click Details... This will show the invoice as entered onto Aptos 5
6 You can move between the various tabs to look at all the keyed info To view the scanned image click on the Cyclops link ( ) in the bottom left of the screen Accept (F5) out of the screen to return to the task details To dispute the invoice Enter a dispute reason in the comments box Click dispute The text on this box will now change to resolve dispute The comments entered will appear in the invoice notes field on the invoice screen along with details of the user who entered the dispute for example It also shows as disputed in the list of workflow tasks To resolve a dispute Open the task Enter information into the comments box Click resolve dispute Click on Approve to complete the task 6
7 To reject an invoice Open the task Enter a reason in the comments box Click reject This will complete the workflow task To approve an invoice Open the task Click approve This will complete the workflow task Once all tasks for a particular invoice have been approved, the invoice will change status to AUT (authorised). Accounts Payable will then be able to schedule it for payment. Updating an Invoice If you need to make a change to an invoice prior to approving it Reject the invoice Contact Accounts Payable 7
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