Accounts Payable. Bizagi Suite

Transcription

1 Accounts Payable Bizagi Suite

2 Accounts Payable 2 Table of Contents Accounts Payable... 3 Accounts Payable... 5 PROCESS ELEMENTS... 5 INVOICE ARRIVAL... 5 RECEIVE INVOICE... 5 VALIDATE INVOICE... 6 INVOICE MATCH WITH PO... 8 PRODUCTS/SERVICES REQUIRE APPROVAL... 8 APPROVE PRODUCTS/SERVICES... 8 PRODUCTS/SERVICES HAVE BEEN APPROVED RETURN INVOICE TO SUPPLIER UPDATE FINANCIAL ERP RECEPTION REVIEW INVOICE INVOICE APPROVAL AND ACCOUNTING Return Invoice to Supplier PROCESS ELEMENTS JUSTIFY THE REJECTION INFORM SUPPLIER PRODUCTS HAVE TO BE RETURNED RETURN PRODUCTS Performers... 17

3 Accounts Payable 3 Accounts Payable Version: 1.0 Author: Bizagi Process Modeler. As your business grows the large number of bills to be processed daily, can become a critical and complicated task. The impacts generated when they are incorrectly processed or no one remembers to take care of them makes this activity a problem. Eventually this will cause late payments, incorrect payments, lost discounts, among other things. Therefore Bizagi offers the solution with the Accounts Payable process. It will help to improve the process of receiving, verifying and approving invoices, reducing processing time and avoiding misinformation. Accounts Payable supports you through the invoice reception, validate and approval task, reducing process time and avoiding incorrect information.

4 Accounts Payable 4 Objective The Account Payment process seeks to reduce the approval and process time and provide the appropriate scaling of the invoice when it needs additional approvals Scope The process covers: Receiving invoices and uploads them. Assigning unpaid Purchase Orders to a received invoice. Comparing received invoice against the chosen Purchase Order. Rejecting or approving an invoice based on the information contained therein. Performing escalation of the invoice, if it needs approval by the type of product or service purchased. Informing the supplier when the invoice has incorrect information Returning the products received if they do not meet the requirements of the applicant. Send the required information through an interface to the ERP of the company for the accounting entry of the invoice.

5 Accounts Payable 5 Accounts Payable Process Elements Invoice Arrival The invoice is received; it can be received by mail, , courier, or by fax. Receive Invoice Receiving and processing an invoice can be a very document intensive function. Accounts Payable reduces the processing time. In the reception task the invoice is received and associated with an unpaid Purchase Order. The order can be searched by order number, order date, supplier name, payment options or terms of payment. The invoice number, its due date and the scanned invoice file must be entered. If the invoice is not associated with any Purchase Order, only the above mentioned information is required. Duration 3 Hours On Enter 1. Set date On Exit 1. Set de Purchase Order information in the invoice

6 Accounts Payable 6 Form Validate Invoice Compare the received invoice against the Purchase Order information. If the invoice matches with the purchase order information (products, due dates, costs), the invoice is approved. If not, it is rejected and comments are made. If in a particular case the invoice is not associated with any Purchase Order, the user must enter the required information, such as cost, product, date of payment and supplier information. Some products or services require the approval of the applicant before making the payment. This option can be chosen from the purchase request. But it can be changed in this activity. Duration 5 Hours On Enter If the invoice is associated with a Purchase Order, the products purchased, cost center, supplier information and total due must be assigned to the invoice.

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8 Accounts Payable 8 Invoice match with PO The gateway determines the next activity to be performed. If the invoice was approved, it goes to the next task (approval by the person who made the purchase request or upgrade ERP) if not, the invoice has to be returned to the supplier. Gates Yes: If the invoice is approved, the information is correct and matches the Purchase Order. Thus, the next task is to validate whether or not the invoice needs further approval. No: If the invoice does not match the Purchase Order, the invoice is rejected and it must be returned to the supplier. Products/Services Require Approval When the invoice's information is correct, it must follow to the next task. If the products or services invoiced need an extra approval, the process continue to the task Approve Products or Services and is performed by the person who requested the purchase. Otherwise it should upgrade the company's ERP. Gates No: If the invoice does not require approval, it continues with the task of updating the financial ERP Yes: If the invoice needs the approval of the person who requested the purchase, either because the applicant requested it from the beginning or because it was selected in the Validate Invoice task, it should be assigned to the person in charge of this approval. Approve products/services As mentioned above, if the products or services require further approval, the task should be assigned to the person who made the purchase request.

9 Accounts Payable 9 This person approves or rejects the products or services invoiced, after performing the respective product inspection or service verification. In case it is necessary to return the products, the user must justify the reason why they do not meet the requirements. Duration 5 Hours Form

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11 Accounts Payable 11 Products/Services have been approved If the product or service has been approved by the applicant, the process continues with updating financial records in the ERP of the company. If not, the supplier should be informed about the required changes Gates Yes: If the goods or services invoiced meet the requirements, the invoice is approved and the process continues with the updating of the financial records in the ERP of the company. No: If the products of the invoice must be returned or if there is any incorrect information regarding them, the process should continue with the return of the invoice and / or products to the supplier. Return Invoice to Supplier Return invoice to Supplier is a sub-process which is performed when data from an invoice does not match the purchase order; it also includes the possibility to return the products to the supplier, when they do not meet the requirements. Update Financial ERP The final step is to send the necessary information to the ERP for the accounting entry of the invoice through an interface. Implementation WebService

12 Accounts Payable 12 Reception In the reception task, the invoice is received and associated with an unpaid Purchase Order. The order can be searched by order number, order date, supplier name, payment options or terms of payment Additionally, the invoice number, due date, and the upload invoice file have to be included. These attributes are unique to each invoice and only known at the moment of receiving it. If the invoice is not associated with any purchase order, only the number, due date and the upload invoice file are necessary, Review Invoice In this stage the invoice information is validated against the purchase order. If the information matches the invoice is approved, if not, it is necessary to return the invoice to the supplier. Invoice Approval and Accounting The approval process and accounting allocation of the invoice is: if the goods or services invoiced require an approval or review by the person who requested the purchase, the case is assigned to him/her. If not, the process continues with the update of the Company s ERP.

13 Accounts Payable 13 Return Invoice to Supplier Return invoice to Supplier is a sub-process which is performed when data from an invoice does not match the purchase order; it also includes the possibility to return the products to the supplier, when they do not meet the requirements. Process Elements Justify the rejection If the invoice is rejected, the person who executes this task must indicate the reason for rejection either because the information does not match the purchase order or because the products or services are unsatisfactory. Duration 5 hours On Exit At the end of the task if the invoice was associated with a purchase order, Bizagi automatically checks that this order has not yet been invoiced.

14 Accounts Payable 14 Form Inform Supplier This is done automatically by sending an to the supplier with the reason for the rejection of the invoice and the return of products. Script Dear <idinvoice.supplier.supplier> The invoice received on <idinvoice.receptiondate> has the following inconsistencies: <idinvoice.observations> And <idinvoice.approvalobservations> Please return the invoice with the corrected information

15 Accounts Payable 15 Products have to be returned If previous steps in the process indicate that the products must be returned, the next task is Return Products. If not, the process ends. Gates Yes: If the Approve Products / Services task indicated that the products require changing, the process continues with the task of Return Products No: If it is not necessary to return the products, the process ends. Return Products The products are returned to the supplier s address.

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17 Accounts Payable 17 Performers Receptionist (Role) Financial Assistant (Role) Financial Manager (Role) Accountant (Role) Administration Manager (Role)