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inoERP
Accounts Payable Process Flows inoERP
10/29/2015 1
inoERP
Serial # Process Flow Description
1 Overall Procure To Pay Process
2 Procure To Pay Process for Inventory Item
3 Procure To Pay Process for Non Inventory Item
4 Invoice, Credit Memo & Debit Memo for Inventory (with Purchase Order)
5 Invoice, Credit Memo & Debit Memo for Non-Inventory (with Purchase Order)
6 Invoice, Credit Memo & Debit Memo with-out Purchase Order
7 Expense Claim Processing
8 Pre-Payment Processing
9 Single Payment
12 Month-End Closure
inoERP
Purchasing
AP
Create Payment Accounting AP
Supplier Inv. Received & Entered in inoERP AP
Process Payment AP
Create Invoice Accounting
AP
Start
End
Transfer to GL
AP
PO Created Purchasing
PO Approved and Sent to Supplier Purchasing
Match Invoice to PO
AP
Accounts Receivable
Accounts Payable
Purchasing Inventory General Ledger
Any ‘Hold’ Applied ?
Resolve Hold / Release Invoice
AP / Sup.
‘Hold’ Resolved?
YES
YES
NO
NO
Overall Procure To Pay Process
Sales Planning
inoERP
Purchasing
AP
Inventory Receipt Created Against PO
Create Payment Accounting AP
Supplier Inv. Received & Entered in inoERP AP
Process Payment AP
Create Invoice Accounting
AP
Start
End
Transfer to GL
AP
PO Created : Auto-Release/ Conv From Req. Purchasing
PO Approved and Sent to Supplier Purchasing
Match Invoice to Receipt
AP
Accounts Receivable
Accounts Payable
Purchasing Inventory General Ledger
Any ‘Hold’ Applied ?
Resolve Hold / Release Invoice
AP / Sup.
‘Hold’ Resolved?
YES
YES
NO
NO
Purchasing
Procure To Pay Process for Inventory Item
Sales Planning
Requisition Created By Planning Eng. Purchasing
inoERP
Purchasing
AP
PO Received
Create Payment Accounting AP
Supplier Inv. Received & Entered in inoERP AP
Process Payment AP
Create Invoice Accounting
AP
Start
End
Transfer to GL
AP
PO Created Purchasing
PO Approved and Sent to Supplier Purchasing
Match Invoice to PO
AP
Accounts Receivable
Accounts Payable
Purchasing Inventory General Ledger
Any ‘Hold’ Applied ?
Resolve Hold / Release Invoice
AP / Sup.
‘Hold’ Resolved?
YES
YES
NO
NO
Purchasing
Procure To Pay Process for Non Inventory Item
Sales Planning
Requisition Created (Manual or Pull System ) Purchasing
inoERP
Purchasing
AP
Accounts Receivable
Accounts Payable
Purchasing Inventory General Ledger
Invoice, Credit Memo & Debit Memo for Inventory (with Purchase Order)
Sales Planning
Manually Update Invoice, if required
AP
YES
NO
Start
Adjust Distributions, if required
Supplier Invoice Received & Entered
Match to PO & Receipt (3-Way Match)
Transaction No. is auto generated
AP
Any ‘Hold’ exists?
Resolve Hold / Release Invoice / Send to Purchasing Department
AP / Sup.
‘Hold’ Resolved?
Any memo required?
Cr Memo / Dr Memo Entered
AP
Match with Invoice or PO
AP
Adjust Distributions, if required
AP
Validate Cr Memo / Dr Memo
AP
Transaction No. is auto generated
AP
Create Payment Accounting AP
Process Payment AP
Create Invoice Accounting
AP
End
Transfer to GL
AP
NO
YES
NO
YES
AP AP AP
inoERP
Purchasing
AP
Accounts Receivable
Accounts Payable
Purchasing Inventory General Ledger
Invoice, Credit Memo & Debit Memo for Non-Inventory (with Purchase Order)
Sales Planning
Manually Update Invoice, if required
AP
YES
NO
Start
Adjust Distributions, if required
Supplier Invoice Received & Entered
Match to PO (2-Way Match)
Transaction No. is auto generated
AP
Any ‘Hold’ exists?
Resolve Hold / Release Invoice / Send to Purchasing Department
AP / Sup.
‘Hold’ Resolved?
Any memo required?
Cr Memo / Dr Memo Entered
AP
Match with Invoice or PO
AP
Adjust Distributions, if required
AP
Validate Cr Memo / Dr Memo
AP
Transaction No. is auto generated
AP
Create Payment Accounting AP
Process Payment AP
Create Invoice Accounting
AP
End
Transfer to GL
AP
NO
YES
NO
YES
AP AP AP
inoERP
Purchasing
AP
Accounts Receivable
Accounts Payable
Purchasing Inventory General Ledger
Invoice, Credit Memo & Debit Memo with-out Purchase Order
Sales Planning
Manually Update Invoice, if required
AP
YES
NO
Start
Adjust Distributions, if required
Supplier Invoice Received & Entered
Transaction No. is auto generated
AP
Any ‘Hold’ exists?
Resolve Hold / Release Invoice
AP
‘Hold’ Resolved?
Any memo required?
Cr Memo / Dr Memo Entered
AP
Match with Invoice
AP
Adjust Distributions, if required
AP
Validate Cr Memo / Dr Memo
AP
Transaction No. is auto generated
AP
Create Payment Accounting AP
Process Payment AP
Create Invoice Accounting
AP
End
Transfer to GL
AP
NO
YES
NO
YES
AP AP
Approve the Document
AP
inoERP
Accounts Receivable
Accounts Payable
Employee Approver General Ledger
Expense Claim Processing
Sales HR
Emai
l No
tifi
cati
on
Start
Employee information Are entered in HR module
HR
Enter Expense Claim Header Information
Select the correct Expense Template & Department
HR
Enter all the expense details in the line level
HR
Expense Report goes for Manager’s Approval
HR
email & system Notification Received by Manager
HR
Is the Manager / Approver on Leave?
Expense Report goes to alternative Approver as defined by employee
HR
Manager / Approver Approves the Expense Report
HR
Claim Approved ?
Physical Receipts Sent to Finance
Manual
Expense Report goes for Finance’s Verification
HR
Claim Verified by Finance?
Employee Expense Claim Imported as Invoice
AP
Employee Expense Report ready to be Imported by AP
HR
Create Invoice Accounting, against the Employee as ‘Supplier’
AP
Validate Invoice, for Employee Expense
AP
Process Payment, for Employee Expense
AP
Transfer to GL
AP
Create Payment Accounting, against the Employee as ‘Supplier’
AP
End
YES
YES YES
NO
NO
HR
inoERP
Purchasing
AP
Accounts Receivable
Accounts Payable
Purchasing Inventory General Ledger
Pre-Payment Processing
Sales Planning
Review all data and save the record
AP
YES
NO
Start
Enter the pre-payment amount in the line
Enter invoice with transaction type = ‘Prepayment’
Enter Supplier and Other Header Info
Transaction No. is auto generated
AP
Any ‘Hold’ exists?
Resolve Hold / Release Invoice
AP
‘Hold’ Resolved?
Any memo required?
Receive and Enter the actual Invoice
AP
Apply the invoice to the prepaid invoice
AP
Adjust Distributions, if required
AP
Review all data and save the record
AP
Transaction No. is auto generated
AP
Create Payment Accounting AP
Process payment (Only pre-pay invoice) AP
Create Invoice Accounting
AP
End
Transfer to GL
AP
NO
YES
NO
YES
AP AP AP
inoERP
Accounts Receivable
Accounts Payable
Purchasing Inventory General Ledger
Single Payment
Sales Planning
Supplier Bank is Selected for Payment
Amount & Supplier details Entered
Supplier Invoice Entered, against which Payment is to be made
AP AP AP
EFT File Generated
AP
Transfer to GL
Payment Instructions Sent to Bank
Start
End
Validate Invoice
AP
Transaction No. is generated
AP
Any ‘Hold’ existing?
Resolve Hold / Release Invoice
AP
‘Hold’ Resolved?
Create Payment Accounting AP
Process Payment
AP
Create Invoice Accounting
AP
Payment Approval by Finance Controller
Supplier Invoice Liability A/c Closed, Bank A/c Credited
YES
YES
NO
NO
Payment Transfer to Bank
AP
inoERP
Accounts Receivable
Accounts Payable
Purchasing Inventory General Ledger
Month-End Closure
Sales Planning
All Invoices, Expense Reports Entered
AP
Perform Invoice “On Hold” Cleanup
AP
Validate & Account for Invoices
AP
Confirm & Account for Payments
AP
Review Un-Accounted Transactions / Period Close Exception Report
Post Entries in GL
GL
Reconcile AP to GL for Accounting Period
AP
Start
End
AP
Run Invoice “On Hold” Report
AP
Transfer to GL
AP
Transaction Reconciliation Report
inoERP
13
Question & Answer
10/29/2015
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