Post on 09-Apr-2018
Accounts Payable
Bizagi Suite
Accounts Payable | 2
Table of Contents
Accounts Payable ...................................................................................................................................... 3
Accounts Payable ....................................................................................................................................... 5
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 .......................................................................................................... 8
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 ................................................................................................................................... 13
JUSTIFY THE REJECTION..................................................................................................................... 13
INFORM SUPPLIER .............................................................................................................................. 14
PRODUCTS HAVE TO BE RETURNED .................................................................................................. 15
RETURN PRODUCTS ........................................................................................................................... 15
Performers ................................................................................................................................................... 17
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Accounts Payable
Version: 1.0
Author: Bizagi Process Modeler.
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.
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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.
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Accounts Payable
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
On Enter
1. Set date
On Exit
1. Set de Purchase Order information in the invoice
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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
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.
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Form
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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.
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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
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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
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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.
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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
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.
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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
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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.
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Form
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Performers
Receptionist (Role)
Financial Assistant (Role)
Financial Manager (Role)
Accountant (Role)
Administration Manager (Role)