AP Automation Go Live 9/5. DocuWare

Transcription

1 AP Automation Go Live 9/5 DocuWare

2 GO TO WEBINAR INFO You will find the PDF Presentation on the control panel You can open and save the PDF You can find a copy of this presentation under the DocuWare tab in SharePoint Everyone will be in silent mode You can ask questions by keying them into the question box from the control panel I will look for questions after each slide if the presentation You can raise your hand by clicking the hand icon by your name in the Attendees section of the control panel I will un mute to allow you to ask your question I will look for raised hands after each slide of the presentation This webinar is being recorded and will posted on Gateway in the DocuWare tab under the AP Automation Video Section Please take notes

3 PURPOSE

4 PURPOSE Go-Live is Tuesday, Sept 5 th All branches will be going live (except branch 807) Site Approvers and PO Creators will begin to receive notifications to review and code invoices for all vendors to process for payment. All invoices will be accessible electronically in DocuWare to all with access to the AP Automation process.

5 Agenda

6 AGENDA Workflow overview DocuWare Login Tasks Field Tasks Corp Tasks Research IN DW SEARCHING FOR AN INVOICE INVOICE S WORKFLOW HISTORY AP Dashboard PO Policy Protocol

7 Workflow Overview

8 Start Connect To Outlook from AP mailbox Manual Store DW Import - SW Doc Tray Intelligent Indexing Green = auto store File Cab WF Auto Index Manual Indexing Good Data Routes to field for approval WF Pre Flight Condition Validation WF Status determined Missing info Corp Ap review Auto Reject to Vendor

9 DocuWare

10 LOGGING INTO DOCUWARE

11 CHANGING PASSWORD

12 DW - TASK LIST VIEW

13 Field Tasks

14 Field Tasks Credit Memo Review Approve Reject Reassign Keying in the full JDE account number 5xxxxxx.5xxxx.xxx11x (Job Level) xxxx (District Level) Select a reason Key in a comment Selecting from the drop down list PO Review Receive PO Reject Reassign Receive in JDE or adjust PO Select a Reason Key in Comment Selecting from the drop down list Voucher Review Approve Reject Reassign Allocating the expense Keying in the full JDE account number 5xxxxxx.5xxxx.xxx11x (Job Level) xxxx (District Level) Keying in up to 5 allocations Select a reason Key in a comment Selecting from the drop down list

15 Credit Memo Review

16 PO Review

17 Voucher Review

18 DW Reassigning an Invoice to Another Approver

19 DW Rejecting an Invoice

20 Corporate Tasks

21 Corp Tasks AP REVIEW TASKS PROCESSOR WILL KEY IN THE MISSING INFORMATION TO KICKSTART THE INVOICE S WORKFLOW INVOICE DATA MISSING VENDOR MISSING VENDOR NUMBER MISSING COST CENTER INVALID APPROVER INACTIVE CREDIT MEMO INV DATA MISSING MANUAL STRAIGHT VOUCHER VOUCHER REJECT BACK TO VENDOR APPROVED CREDIT MEMO REVIEW APPROVED VOUCHER REVIEW THREE WAY MATCH APPROVED PO REVIEW TASKS VOUCHER ADJUST PO (SENDS BACK TO THE APPROVER TO ADJUST FOR PAYMENT) VOUCHER REVIEW REJECTS REJECTED VOUCHER REVIEW TASKS REJECT BACK TO VENDOR VOUCHER PO REVIEW REJECTS REJECTED PO REVIEW TASKS REJECT BACK TO VENDOR VOUCHER

22 Research

23 DW - Searching for an Invoice in the File Cabinet

24 Invoice Workflow History

25 AP Dashboard

26 AP Workflow Status Dashboard

27 Purchase Order Protocol

28 Purchase Order Protocol for AP Automation via DocuWare Purchase orders are required for all purchase except: rent, utilities or leases. All orders can only be placed with approved and active Suppliers in JD Edwards Purchase Orders must be created at time of purchase/order and sent to the supplier For recurring services, a single PO can be created Creating a line for each month of service designated by the G/L month Each Supplier in JD Edwards is flagged with a PO Based value of Yes or No to indicate if a PO is required Suppliers flagged with Yes that submit an invoice without referencing the full PO string provided on the PO sent them will automatically get rejected for payment processing All invoices must be sent directly from supplier to the ap@us.issworld.com for processing Suppliers that send in paper invoices directly to the service location must be scanned and ed by ISS branch admin to ap@us.issworld.com All Purchase Orders must be received in JD Edwards by the field once the service/order/product has been delivered at the site Credit Memos should only be processed at the time the related invoice is processed

29 THANK YOU! Questions? Contact ISS Help Desk via Gateway For assistance: Via Help Desk Ticket Via IT Help Desk Call at (210) Please...Always enter a help desk ticket Include a detailed explanation of the issue Include screenshots when relevant This Policy has been established to assure that end user requests do not get overlooked in a support technician s or left unanswered in a voic box. Tickets are also used to track any reoccurring issues.

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