1. Introduction to the Automated Accounts Payable Development Process Flows of Purchase Orders, Goods Receipts and Invoice Queries...

Transcription

1 Contents 1. Introduction to the Automated Accounts Payable Development Process Flows of Purchase Orders, Goods Receipts and Invoice Queries Ideal MM Process Missing GRN process Price Difference Process Missing PO Code and Approve (FI) STT lessons How to Approve an Invoice, without a Purchase Order, via the Web Navigate to your invoice approval inbox from the received via Outlook Display the invoice Details Display the image of the invoice Invoice Image Invoice Image (Cont.)

2 4.6 Invoice Cockpit Approve the invoice document and close the web site Windows Internet Explorer How add a note to a Workflow How to Reject a Workflow How to Send a Query Key Messages Notes

3 1. Introduction to the Automated Accounts Payable Development Following the upgrade of SAP in November 2007, enhancement work has now been completed which will enable the University to improve the invoice payment process by making query resolution quicker and easier than before and also provide valuable financial information. This guide outlines how its implementation will affect the purchasing of goods and services across the University. Analysis of incoming invoices has shown that 80% cannot be processed first time by Finance and need to be queried further, however the resolution of these queries is time consuming for both Finance and Schools/Services and causes payment delays and complaints. The new system provides analysis of why invoices cannot be processed first time and helps to identify solutions which will minimise the number of invoice queries in the future. Budget Holders, who do not access SAP, are able to view an image of the invoice and approve non purchase order based invoices via a website. As with all SAP training, STT Trainer is available to assist staff to learn how to use the new transactions. This booklet guides the user through the purchasing and invoice process, explains where within STT Trainer the detailed lessons and documentation are located and provides a step by step guide to processing invoices via the website for Budget Holders. 3

4 2. Process Flows of Purchase Orders, Goods Receipts and Invoice Queries 2.1 Ideal MM Process 4

5 2.2 Missing GRN process 5

6 2.3 Price Difference Process 6

7 2.4 Missing PO 7

8 2.5 Code and Approve (FI) 8

9 3. STT lessons The following lessons are available within STT trainer. As with all STT lessons there is a simulation (Show me), an interactive lesson (Train me) and a test mode (Test me). In addition, documentation which can be read on screen or printed is available. The following STT lessons can be found within the Purchasing > Cockpit directory at How to Process a Missing Goods Receipt Workflow How to Process a PO/Invoice Price Difference Workflow How to Answer a Purchase Order Required Workflow How to Code an Invoice without a PO and send for Approval How to Notify Expenditure of the correct Purchase Order How to Approve an Invoice via the Web How to Reject a Workflow back to Expenditure How to Forward a Workflow How to Answer an Invoice Query Workflow How to Set up an out of office for Workflows How to Turn off an out of office for Workflows How to Query an Invoice with Another User How to Answer a Query from another user How to View an Invoice Image from a Purchase Order How to View an Invoice Image from a Profit Centre Report 9

10 4. How to Approve an Invoice, without a Purchase Order, via the Web 4.1 Navigate to your invoice approval inbox from the received via Outlook Tasks on this screen: Step Task Image 1 Click the Address hyperlink. 10

11 4.2 Display the invoice Details Tasks on this screen: Step Task Image 1 Click the Details button. NB This step is not required if only one invoice is waiting for processing 11

12 4.3 Display the image of the invoice Tasks on this screen: Step Task Image 1 Click the Show invoice as image button. 12

13 4.4 Invoice Image Tasks on this screen: Step Task Image 1 Click the Vertical scroll bar to display the remainder of the invoice. 13

14 4.5 Invoice Image (Cont.) Tasks on this screen: Step Task Image 1 Click the Close button. 14

15 4.6 Invoice Cockpit Approve the invoice document and close the web site Tasks on this screen: Step Task Image 1 Click the Approved button. 2 Click the Exit button. 15

16 4.7 Windows Internet Explorer Tasks on this screen: Step Task Image 1 Click the Yes button. 16

17 4.8 How add a note to a Workflow Tasks on this screen: Step Task Image 1 Click the Create a new Workflow note button. 17

18 Step Task Image 1 Enter a Note into the web page 2 The Save button. 18

19 4.9 How to Reject a Workflow This process is used to reject the invoice e.g. goods have not been delivered, credit note to be requested or the invoice is not yours. NB a note must be added before rejecting the invoice. Tasks on this screen: Step Task Image 1 Click the Reject button. 19

20 4.10 How to Send a Query Step Task Image 1 Click the Ask someone button. 20

21 Step Task Image 1 Click the Receiver button. 2 Search and select the Recipient for the Query. 3 Click the Accept button. 21

22 Step Task Image 1 Enter the Query. 2 Click the Send button 22

23 5. Key Messages All invoices must be received directly into Expenditure from the Vendor Invoices are available to be viewed via SAP, therefore it is not necessary to print them No payments will be made without a Purchase Order or an electronic authorisation Signed invoices will no longer be accepted after the 2 nd March 2009 Notes in the workflows form part of the permanent audit trail, therefore avoid including personal messages 23

24 6. Notes 24