Accounts Payable Workflow Finance

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Accounts Payable Workflow Finance

• Ruben van Leeuwen
• Cardinal Health EITEurope

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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

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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
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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)
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Workflow process
3) Validation and bookingFor each invoice
several booking lines are created with
account/cost centre/project code..
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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.
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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.
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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
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Workflow process
5) Payment
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Interfaces Corsa - MFG/pro

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Interfaces Corsa - MFG/pro Import Supplier data
Field-description MFG/Pro Format Corsa Format Conclusion
A Supplier code 8 chars Char(x) (1) OK
B Supplier name 28 chars Char (50) OK
C Address line 28 chars Char (35) (2) OK
D City 20 chars Char(30) OK
E Zip 10 chars Char(15) OK
F Country-code 3 chars Char(3) OK
G Site 4 chars Char(x) OK
H Phone 16 chars Char(20) OK
I Fax 16 chars Char(20) OK
J Extra 24 chars Char(x) OK
K Currency-code 3 chars Char(x) OK
L Days creditterms -999 Integer(x) OK
M Debtor-nbr 10 chars Char(x) OK
N Purchase account 8 chars Char(x) OK
O Purchase costcenter 4 chars Char(x) OK
P SWIFT number 11 chars Char(x) OK
Q VAT regristration 18 chars Char(x) OK
R Bank 8 chars Char(x) OK
S Bank account 23 chars Char(x) (3) OK

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Interfaces Corsa - MFG/pro Import in Voucher
Module - MFG/pro

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Interfaces Corsa - MFG/pro Input Voucher data
- MFG/pro
XML-TAG-NAME XML-TAG-NAME DESCRIPTION FORMAT RQ?
Header Data Header Data Indicates start of a voucher X
  DocumentID Unique document-id in sending system 12 chars
  Batchcode The MFG/pro batchcode to be used 8 chars
  Name The name of the supplier 20 chars
  Supplier The MFG/Pro supplier code 8 chars X
  Shipto The MFG/Pro shipto code 8 chars X
  Currency The ISO currency-code 3 chars X
  Invoicenbr The supplier-invoicenumber 12 chars X
  Invoicedate The date of the supplier-invoice dd/mm/yy X
  Declaration Voucher line. One voucher can have multiple lines. X

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Interfaces Corsa - MFG/pro Input Voucher data
- MFG/pro
Line Data Line Data Indicates start of a voucher line X
  Accountnr The MFG/Pro accountsubaccount 8 chars X
  Costcenter The MFG/Pro costcenter 4 chars
  Projectcode A Projectcode 8 chars
  Description Description 21 chars
  Amount Amount 10 digits2 decimalscomma-separator X

) 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).
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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
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Input Voucher data - MFG/pro


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Input Voucher data - MFG/pro



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Payment Voucher nbr payment date



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Workflow Finance advantages after implementation

• Improved invoice processing
• -gt 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)