ACCOUNTANT AND AUDITOR GUIDE

Transcription

1 ACCOUNTANT AND AUDITOR GUIDE November 2017

2 CONTENTS Basic Setup Accepting the invite Setting your profile Accountant's View Working with Bills Working with Purchase Orders Auditor's View Using default reports Creating custom audit reports

3 Basic Setup

4 Basic Setup Accept the Invitation All invited users - including Accountants and Auditors - need to accept their invitation and enter their personal data (first name, last name and the password)

5 Basic Setup Change User Name, Contact Details and Notification Settings The User can anytime change their name, password and time zone, upload an avatar or add contact details such as Skype or phone number. To do so, the User needs to click on the Avatar icon at the top right corner of the main page, which opens the User Profile page in the edit mode. The same page allows setting notifications: instant notifications regarding new requests or comments and a daily request summary listing all requests pending the User's approval.

6 Basic Setup Reset Password ApprovalMax allows to easily reset the password in case the User forgot theirs. To do so, click the "Forgot your password?" button on the Log in page and enter your address. An will be sent out instantly with a password reset button, the User will be redirected to the User Profile page that allows creation of a new password.

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8 Benefits Approvers are taken out of Xero Granular authorisation roles are supported for Approvers. Better security is provided. Control over the Approval Process Automatic notifications to Accountants; real-time report views of the approval progress in Xero and in ApprovalMax No more Approver chasing Automated approval workflows take care of the approval process: from approval role definition to notifications and reporting Improved Efficiency and Productivity Less time is spent on approval tracking. All approval related information is centralised and immediately available

9 Typical Activities An Accountant is a Xero user with access to ApprovalMax. Typical activities include: Creation of a Bill in Xero or through an OCR system and submission of it for approval in ApprovalMax Receiving notifications regarding approval/rejection/comment actions by the Approvers. Daily notification summaries are addressed to a centralised , e.g. finance@company.com. Status of particular Bills can be checked in Xero and ApprovalMax any time Scheduling of Bills ready for payment in Xero Creation of custom reports

10 Creation of a Bill in Xero and Submission of It for Approval Enter a new Bill in Xero. Click on "Save & Submit for approval". ApprovalMax will pull all items in status "awaiting approval". Approval workflows utilize the values in fields such as Account and Department (tracking code).

11 Bulk Bill Submission for Approval Multiple Bills can be saved as drafts and submitted for approval in a single session. Submitted items will also have status "Awaiting approval".

12 Creation of a Bill Using an OCR System Using an OCR system that is pre-integrated with Xero allows for a seamless Bill capture and approval process: The Bill gets captured by an OCR and pushed to Xero in status "awaiting approval" ApprovalMax automatically pulls all items from Xero in status "awaiting approvals" As a result, a timely approved Bill is ready for processing in Xero.

13 End to end flow with OCR Involved

14 Viewing Approved Items in Xero Upon approval, the status of approved items changes to "Authorized" in Xero and Bills are moved to "Awaiting payment. Rejected ones are moved to Draft. In the Bill history, you will find the change log and time stamp for when the approval process was completed.

15 Viewing the Approval Audit Report in Xero The audit report can be viewed in Xero. To do so, click on the list of files attached to the Bill in Xero.

16 Viewing the Bill Approval Status in ApprovalMax The approval status of the Bill can be checked any time from Xero. To do so, click on "Go to ApprovalMax" in Xero and ApprovalMax will automatically show the Bill approval status to you

17 Working with Purchase Orders ApprovalMax enables Purchase Order creation and approval outside of Xero, meaning Requestors and Approvers do not need to have access to your accounting platform. Approved Purchase Orders can be copied to become Bills in case practices allow avoid waiting for Suppliers to provide actual Bills

18 Purchase Order workflow overview A Purchase Order is created and submitted for approval in ApprovalMax The Purchase Order runs through a multi-step approval workflow in ApprovalMax The Purchase Order is published to Xero and sent to the supplier

19 Report Creation ApprovalMax provides 5 out-of-box reports: Purchase Orders pending approval Bills pending approval Purchase Orders approved this month Bills approved this month Potential fraud detected Your own reports can be created based on OOB ones or setting up filters. Audit reports can be created specifically for audit purposes. accrual report for Xero.

20 An Auditor's View

21 An Auditor's View Benefits Role-based Complex Approvals Granular Approver and Requestor roles strictly in line with their authorisation level. Exception Handling Non-standard approval scenarios supported: delegating approval requests, setting a default approval action. Control over the Approval Process Automatic notifications to Approvers; real-time report views of the approval progress, forecast of delays. Ensured Compliance and Accountability Tracking and capturing all approval related activities and presenting them in audit-ready form.

22 An Auditor's View Typical Activities An Auditor is an ApprovalMax user with complete "read" rights and ability to view approval workflows, current and processed approval requests as well as the Approval Matrix for authorisation rights and the Requestor Matrix for purchasing rights. An Auditor's typical Activities include: Viewing of workflows for Bills, Purchase Order Creation and Approval, Sales Invoice Approval Building of audit specific reports Viewing of audit reports in ApprovalMax or directly in Xero

23 An Auditor's View Viewing Audit Reports Upon approval, a PDF audit report is automatically generated and attached to the corresponding Bill in Xero.

24 ENJOY APPROVALMAX If you have any question, do not hesitate to send us an