accounts payable - bizagi · accounts payable supports you through the invoice reception, validate...

Accounts Payable Bizagi Suite

Accounts Payable | 2

Table of Contents

Accounts Payable .................................................................................................................................3

Accounts Payable .......................................................................... Error! Bookmark not defined.

PROCESS ELEMENTS ...............................................................................................................................5

INVOICE ARRIVAL ...........................................................................................................................5

RECEIVE INVOICE ............................................................................................................................5

VALIDATE INVOICE .........................................................................................................................6

INVOICE MATCH WITH PO .............................................................................................................8

PRODUCTS/SERVICES REQUIRE APPROVAL ..................................................................................8

APPROVE PRODUCTS/SERVICES .....................................................................................................9

PRODUCTS/SERVICES HAVE BEEN APPROVED ..............................................................................11

RETURN INVOICE TO SUPPLIER .....................................................................................................11

UPDATE FINANCIAL ERP ..............................................................................................................11

RECEPTION .................................................................................................................................... 12

REVIEW INVOICE ........................................................................................................................... 12

INVOICE APPROVAL AND ACCOUNTING ..................................................................................... 12

Return Invoice to Supplier .............................................................................................................. 13

PROCESS ELEMENTS ............................................................................................................................. 14

JUSTIFY THE REJECTION ................................................................................................................ 14

INFORM SUPPLIER ........................................................................................................................ 15

PRODUCTS HAVE TO BE RETURNED ............................................................................................. 16

RETURN PRODUCTS...................................................................................................................... 16

Performers ............................................................................................................................................ 17

Copyright © 2016 | Bizagi Confidential


Accounts Payable

Description

As your business grows the large number of bills to be processed daily, can become a

critical and complicated task. The impacts generated when they are incorrectly

processed or no one remembers to take care of them, makes this activity a problem.

Eventually this will cause late payments, incorrect payments, lost discounts, among

other things.

Therefore, Bizagi offers the solution with the Accounts Payable process.

It will help to improve the process of receiving, verifying and approving invoices,

reducing processing time and avoiding misinformation.

Accounts Payable supports you through the invoice reception, validate and approval

task, reducing process time and avoiding incorrect information.



Objective

The Account Payment process seeks to reduce the approval and process time and

provide the appropriate scaling of the invoice when it needs additional approvals

Scope

The process covers:

Receiving invoices and uploads them.

Assigning unpaid Purchase Orders to a received invoice.

Comparing received invoice against the chosen Purchase Order.

Rejecting or approving an invoice based on the information contained therein.

Performing escalation of the invoice, if it needs approval by the type of product

or service purchased.

Informing the supplier when the invoice has incorrect information.

Returning the products received if they do not meet the requirements of the

applicant.

Send the required information through an interface to the ERP of the company

for the accounting entry of the invoice.



Process Elements

Invoice Arrival

Description

The invoice is received; it can be received by mail, e-mail, courier, or by fax.

Receive Invoice

Description

Receiving and processing an invoice can be a very document intensive function.

Accounts Payable reduces the processing time.

In the reception task the invoice is received and associated with an unpaid Purchase

Order. The order can be searched by order number, order date, supplier name,

payment options or terms of payment.

The invoice number, its due date and the scanned invoice file must be entered. If the

invoice is not associated with any Purchase Order, only the above mentioned

information is required.

Duration

3 Hours

Actions

Type Description

On Enter Set date

On Exit Set de Purchase Order information in the

invoice



Form

Validate Invoice

Description

Compare the received invoice against the Purchase Order information. If the invoice

matches with the purchase order information (products, due dates, costs), the invoice

is approved. If not, it is rejected and comments are made.

If in a particular case the invoice is not associated with any Purchase Order, the user

must enter the required information, such as cost, product, date of payment and

supplier information.

Some products or services require the approval of the applicant before making the

payment. This option can be chosen from the purchase request. But it can be changed

in this activity.

Duration

5 Hours



Actions

Type Description

On Enter If the invoice is associated with a

Purchase Order, the products

purchased, cost center, supplier

information and total due must be

assigned to the invoice.

Form



Invoice match with PO

Description

The gateway determines the next activity to be performed. If the invoice was approved,

it goes to the next task (approval by the person who made the purchase request or

upgrade ERP) if not, the invoice has to be returned to the supplier.

Gates

YES: If the invoice is approved, the information is correct and matches the

Purchase Order. Thus, the next task is to validate whether or not the invoice

needs further approval.

NO: If the invoice does not match the Purchase Order, the invoice is rejected

and it must be returned to the supplier.

Products/Services Require Approval

Description

When the invoice's information is correct, it must follow to the next task. If the products

or services invoiced need an extra approval, the process continue to the task Approve

Products or Services and is performed by the person who requested the purchase.

Otherwise it should upgrade the company's ERP.

Gates

NO: If the invoice does not require approval, it continues with the task of

updating the financial ERP

YES: If the invoice needs the approval of the person who requested the

purchase, either because the applicant requested it from the beginning or

because it was selected in the Validate Invoice task, it should be assigned to the

person in charge of this approval.



Approve products/services

Description

As mentioned above, if the products or services require further approval, the task

should be assigned to the person who made the purchase request.

This person approves or rejects the products or services invoiced, after performing the

respective product inspection or service verification. In case it is necessary to return the

products, the user must justify the reason why they do not meet the requirements.

Duration

5 Hours



Form



Products/Services have been approved

Description

If the product or service has been approved by the applicant, the process continues

with updating financial records in the ERP of the company. If not, the supplier should

be informed about the required changes.

Gates

YES: If the goods or services invoiced meet the requirements, the invoice is

approved and the process continues with the updating of the financial records

in the ERP of the company.

NO: If the products of the invoice must be returned or if there is any incorrect

information regarding them, the process should continue with the return of the

invoice and / or products to the supplier.

Return Invoice to Supplier

Description

Return invoice to Supplier is a sub-process which is performed when data from an

invoice does not match the purchase order; it also includes the possibility to return the

products to the supplier, when they do not meet the requirements.

Update Financial ERP

Description

The final step is to send the necessary information to the ERP for the accounting entry

of the invoice through an interface.

Implementation

WebService



Reception

Description

In the reception task, the invoice is received and associated with an unpaid Purchase

Order. The order can be searched by order number, order date, supplier name,

payment options or terms of payment

Additionally, the invoice number, due date, and the upload invoice file have to be

included. These attributes are unique to each invoice and only known at the moment

of receiving it.

If the invoice is not associated with any purchase order, only the number, due date and

the upload invoice file are necessary,

Review Invoice

Description

In this stage the invoice information is validated against the purchase order. If the

information matches the invoice is approved, if not, it is necessary to return the invoice

to the supplier.

Invoice Approval and Accounting

Description

The approval process and accounting allocation of the invoice is: if the goods or

services invoiced require an approval or review by the person who requested the

purchase, the case is assigned to him/her. If not, the process continues with the update

of the Company’s ERP.



Return Invoice to Supplier

Description

Return invoice to Supplier is a sub-process which is performed when data from an

invoice does not match the purchase order; it also includes the possibility to return the

products to the supplier, when they do not meet the requirements.



Process Elements

Justify the rejection

Description

If the invoice is rejected, the person who executes this task must indicate the reason for

rejection either because the information does not match the purchase order or because

the products or services are unsatisfactory.

Duration

5 hours

Actions

Type Description

On Exit At the end of the task if the invoice was

associated with a purchase order, Bizagi

automatically checks that this order has

not yet been invoiced.



Form

Inform Supplier

Description

This is done automatically by sending an email to the supplier with the reason for the

rejection of the invoice and the return of products.

Script

Dear

<idInvoice.Supplier. Supplier>

The invoice received on <idInvoice.ReceptionDate> has the following inconsistencies:

<idInvoice.Observations> And <idInvoice.ApprovalObservations>

Please return the invoice with the corrected information



Products have to be returned

Description

If previous steps in the process indicate that the products must be returned, the next

task is Return Products. If not, the process ends.

Gates

YES: If the Approve Products / Services task indicated that the products require

changing, the process continues with the task of Return Products

NO: If it is not necessary to return the products, the process ends.

Return Products

Description

The products are returned to the supplier´s address.



Form

Performers

Receptionist (Role)

Financial Assistant (Role)

Financial Manager (Role)

Accountant (Role)

Administration Manager (Role)

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