Maximo Electronic Invoice Approval & PeopleSoft Voucher Creation Integration. CSBO Financial Services Experience

Transcription

1 Maximo Electronic Invoice Approval & PeopleSoft Voucher Creation Integration CSBO Financial Services Experience

2 An Introduction The Challenges Invoice Workflow 1.0 The Opportunities The Limitations Invoice Workflow 2.0

3 York University Founded in 1959 Today Canada s third largest university 2 campuses, Keele and Glendon. Community to 53,000 students 7,000+ faculty and staff 12,043 degrees awarded in Faculties Over 5,000 courses Total Budget Fiscal Year 2014 $1 billion

4 York University: Abridged Organization Chart President York University Vice-Provost Students VP Research & Innovation VP Finance & Administration VP Advancement Campus Services & Business Operations (CSBO)

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6 CSBO Financial Services/UIT Partnership CSBO Financial Services Responsible for Maximo s day-to-day operations, training & system exploration Determine Maximo Processes, Procedures, Business Requirements Expand Maximo s use UIT - University Information Technology Maximo internal IT support Provide Project Management support & directive for Maximo projects Responsible for most system enhancements & solutions

7 Presenter Marsharee Williamson Chartered Professional Accountant, Certified Managerial Accountant (CMA, CPA) Functional System Administrator for Maximo 1 st Level Support for End-users Assist in Development & Design of enhancements Systemize financial functions wherever possible Seek opportunity to utilize Maximo s functionality to enhance operations

8 Why INVOICES? Purchase Requisition Purchase Order Receiving Invoice

9 Challenges Decentralized Organizational Structure Diverse Operational Structure Diverse Signing Authorization Limits Difficult to enforce Procurement policies consistently

10 Decentralized Organizational Structure

11 Players Administrative Staff: aka - DEPARTMENT GROUP Allocate invoice cost & review charge-out details for accuracy Supervisors & Superintendents: aka - REVIEW GROUP Confirms that vendor has fulfilled the terms & conditions of purchase agreement Confirms receipt of goods and services Verify invoice cost Managers & Directors: aka - SIGNING AUTHORITY GROUP(S) Reviews invoices for compliances with procurement policy Authorizes invoices for payment based on predefined dollar values limits

12 Invoice Workflow Units/Departments

13 Opportunities Enhanced review of Procurement Policy Systematized compliance with the University's Signing Authority Policies Automatic compliance with CSBO internal policies One-over-one approval Increase visibility of Vendor Contracts Increased ability to manage consolidated spending More visibility and accountability to York Community Better reporting Improved document handing & record keeping

14 Generic Invoice Workflow Optional The Originator Group (CSBO- Finance) Department Group Review Group Signing Authority Groups The Originator Group (CSBO- Finance)

15 The Reality Department Group Review Group The Originator Group (CSBO- Finance) Department Group Review Group Signing Authority Groups The Originator Group (CSBO- Finance)

16 Signing Authority Limits Department A B C SIGAPPR1 <=10,000 0 <=10,000 SIGAPPR2 >10,000 & <=50,000 <=25,000 >10,000 & <=25,000 SIGAPPR3 0 0 >25,000 & <= 100,000 SIGAPPR4 <=500,000 <=500,000 0 SIGAPPR5 <=500,000 The workflow accommodates the diverse Signing Authority Limits Allows for CSBO specific policies i.e. All invoice must be reviewed by CSBO s Director of Financial Services prior to the AVP

17 Limitations of Invoice Workflow 1.0 Manual process beyond Maximo Review/Approval No integration between Maximo & PeopleSoft Manual confirmation of Payment Delays notification of problematic payments

18 START (Existing Invoice Workflow) Invoice Reviewed by Originator (Status is SIGAPPRx) Invoice routed to CSBO Finance Manager FS WAPPR (WAPPR) Return to Originator FSRETURN (WAPPR) RETURN Cheque Req Update status to CQR (WAPPR) PCARD Update status to PCARD (WAPPR) Approve Cheque Req PCard Return HOLD No APPROVE Pay To is blank? Yes Valid Invoice? HOLD No Update status to HOLD Update Invoice Return to Originator Invoice routed to CSBO PCARD group Yes Update status to FS APPR (WAPPR) Originator updates status to Sent to AP Invoice status updated to PAID Check Status Returned from PeopleSoft No Status =RCVD BY AP? No Status = ERROR? Yes Yes END

19 PeopleSoft Maximo Send invoices to Finance Finance Request/ Response Message Maximo Invoice Invocation Send response to Maximo PAID vouchers identified and status returned to Maximo Voucher Staging Tables Select approved Invoices (nightly job) Response updates Invoice status Voucher Build/ Payment (nightly job) Invoices Vouchers

20 Maximo: Invoice Warning Messages Warning Message Initiation Submission to FS Supervisor FS Supervisor Elsewhere Invoice: Type is PCARD or INTCHRG, Invoice cannot be routed. Invoice: PO# is not a 10-digit number Invoice > Remit To: Select a Remit Address Sequence # Warning Warning Company: Remit Address is Inactive Warning Stop Invoice Lines: Missing/Invalid PO Line # Warning Stop Stop Stop Approve, CQR & PCard Invoice Lines: Pretax Invoice Total DOES NOT equal Chargeout Pretax Total Warning, if Pretax Invoice Total <> 0.00 Stop STORES: Approval, from REVIEW to SIGAPPR Group: if Pretax Invoice Total Chargeout Pretax Total Invoice Lines: One or more line requires a GL Account, Asset, Location and/or a Workorder ALL: submission to SIGAPPR Group Invoice: Duplicate Vendor Invoice Number Warning Invoice: Duplicate Vendor Invoice already exist on a processed/paid record Warning Approve, CQR & PCard Invoice Line: Quantity on one or more Invoice line is 0 STORES: Approve, from REVIEW to SIGAPPR Group Invoice Lines: Tax Code is not HST or NOTAX Approve, CQR & PCard Company: Vendor Currency Code is not CDN or USD Approve, CQR & PCard

21 PeopleSoft: Invoice Revalidations - Sample Header Info Checks PO not exists PO not Dispatched Message Vendor not match with PO Vendor Vendor not exists Line Info Checks PO_ID in Line not match with PO Header PO Line Number not exists PO Line Number not Active Message line UOM not exists Distribution Line Checks PO_ID in Line not match with PO Header PO Line Number not exists PO Line Number not Active Message line UOM not exists

22 Lessons Learned In-house expertise is both timely & cost effective Invest in flexible design to better accommodate organizational change Linear processes can be horizontal or vertical User acceptance increases when the benefits are significant to them

23 Next? The sky is the limit!

24 Questions or Comments?

25 Marsharee Williamson