AP Automation. DocuWare

Transcription

1 AP Automation DocuWare

2 TABLE OF CONTENTS 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

3 Workflow Overview

4 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

5 DocuWare

6 LOGGING INTO DOCUWARE

7 CHANGING PASSWORD

8 DW - TASK LIST VIEW

9 Field Tasks

10 Field Tasks Credit Memo Review Approve Keying in the full JDE account number 5xxxxxx.5xxxx.xxx11x (Job Level) xxxx (District Level) Reject Select a reason Key in a comment Reassign Selecting from the drop down list PO Review Confirm Receipt Reject Receive in JDE or adjust PO Select a Reason Key in Comment Reassign Selecting from the drop down list Change PO Update PO information Vendor AB Number, Company Number, PO Number, PO Type, PO String Change to Voucher Review Keying in Company Number, Approver and Comments Voucher Review Approve Reject Allocating the expense Keying in the full JDE account number 5xxxxxx.5xxxx.xxx11x (Job Level) xxxx (District Level) Keying in up to 5 allocations Reassign Select a reason Key in a comment Selecting from list Change to PO Review Keying in Vendor AB Number, Company Number (from dropdown list), PO Number, PO Type, PO String and Comments

11 Credit Memo Review

12 PO Review Confirm Receipt Login to JDE and Adjust PO as needed and receive the remaining lines the error will identify what is needed confirmation validates GRNV. Error directs user to the adjustment that needs to be made in JDE.

13 PO Review Change PO 3-digit company number followed by a dash Dash (-) 6-digit PO number Dash (-) 2-digit PO type Update fields as necessary. The fields are prepopulated with the current vendor, company & PO info. The PO String must be a 13-character entry as follows:

14 PO Review Change to Voucher Review Choose a company number and/or approver from the dropdown lists if the pre-populated entry is incorrect. Enter a comment to note why the PO should be changed to a voucher review. Once the fields are filled in the Confirm button becomes active to complete the action.

15 Voucher Review - Approve 1. Key in full account number, separated by periods. See format below: - Business Unit 3-, 5-, or 7-digit code - Object Account 5-digit code - Subsidiary 6-digit code - ex Key in the allocated amount (to add up to the invoice amount) 2. Select the voucher type from the dropdown list - 1 work order number per allocation is available. 5 allocations total 4. Allocation attached: - Select NO if no additional allocations are required - Select YES if additional allocation are required and you have attached a spreadsheet with the additional allocations for processing 5. Confirm to submit the invoice for payment

16 Voucher Review Change to PO Review Enter the vendor number (if pre-populated value is not correct), company number, PO info and comments as to why the voucher needs to be changed to PO Review. The PO info. should be formatted as follows: PO Number 6-digit number (ex ) PO Type 2-character code (ex. OS ) PO String 3-digit company number, dash, 6-digit PO number, dash, 2-character PO type

17 DW Reassigning an Invoice to Another Approver Click on the dropdown arrow to select the correct approver. The Confirm button will then be available once you have selected an approver. Clicking the Confirm button will reroute the invoice to the designated approver.

18 DW Rejecting an Invoice DO NOT REJECT AN INVOICE IF IT DOES NOT BELONG TO YOUR SITE! Please reassign as needed. 1. Select rejection reason from the dropdown list 2. Key in a comment to supplement the rejection reason 3. Click Confirm to process the rejected invoice

19 Corporate Tasks

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

21 Research

22 DW - Searching for an Invoice in the File Cabinet

23 Invoice Workflow History

24 AP Dashboard

25 AP Workflow Status Dashboard

26 Purchase Order Protocol

27 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

28 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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