ap imaging/workflow invoice processing and tracking using imaging and workflow at the world bank...
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AP Imaging/WorkflowInvoice processing and tracking using Imaging and Workflow at The World Bank
Bill Casson, AP Manager
Vishwas Shirgaonkar, Sr.Information Officer
What is the World Bank and what does it do ?
International development organization established in 1945
Programs focus on poverty reductionUses its top credit rating to raise money in capital markets to lend to developing countries to fight poverty
Provides technical & economic advice to member countries
Shareholders are its 184 member countries Headquartered in Washington DC140 offices located in member countriesApprox 8,000 Washington staff & 2,000 field staff
$126 billion in outstanding loans at June 30, 2002
AP Transaction Volumes & Resources
PO-based (Goods & Services)
14%
Consultants28%
T & E23%
P-Card27%
Misc8%
Invoices processed through imaging Workflow
Invoices per month
• Active Firm Vendors: 3800
• Avg. monthly invoice disbursement value $ 157 million
• Approximately 4700 payments per month to consultants, temporary employees and other individuals with average disbursement value $17 million
• 700 check payments per month
• 5600 Electronic payments per month (SWIFT & ACH)
•14 AP specialists
• 2 Document Imaging Specialists
• 2 Master Data specialists
• SAP R3 Version 4.62 (IS-PS)
• SAPGUI Version 6.20
2250
4700
3800
4430
1360
Pre-Imaging Scenario
AP Processor
Receive & distribute invoices to AP Processors
Post document in SAP or reject document
Transaction ApproverTransaction OriginatorProcurement,Receiving, etc
Paper Invoices sent via snail-mail
Approved invoices sent back via snail-mail
AP Processor
AP Processor
Post-Imaging Scenario
AP Incoming Invoice Register
Scan
Quality Control
Index
Prepare invoices(apply barcode tags, review for inappropriate docs, etc )
Review, Monitoring & Control
Post document in SAP or reject document
Image and request sent via SAP WF
Respond to WF item in SAPAP Processors
Update Note with comments or
questions
Vendor data maintainerTransaction ApproverTransaction OriginatorProcurement,Receiving Human Resources, etc.
Workflow
Demonstration – Invoice approval/processing
Indexing invoice image AP Processor’s inbox processing Reject Execution and send for approval Approval process Posting Invoice Register status
Demonstration – Invoice parking
Indexing invoice image AP Processor’s inbox Invoice Parking Vendor Master maintenance Edit Parked document Delete Parked document
Incoming Invoice Register
Full real-time tracking of invoice status from scanned to posted and paid 25+ codes clearly describe invoice status during handling Item history and workflow logs easily available using pushbuttons on toolbar
Indexing Scanned Images
Document Class – decides transaction, Doc Type
Invoice Reference – required……………….
Purchase Order – decides vendor, Doc Type
Vendor Number – decides vendor name
Vendor Name – is overwritten if # is entered
Invoice Group – decides the AP Specialist(s)
Doc Type – defaulted but can be overwritten
High priority – forces the Work Item (Invoice) to the top of recipient’s inbox
Invoice Group
Used to manage workload distribution across AP processors
CAA thru EZZ 2000
F1
F2
AAA thru ABZ 4000
ACA thru BZZ 2000
F3FAA thru ZZZ 8000
Bill
John
Susan
F1
F2
AAA thru ABZ 4000
ACA thru BZZ 2000
CAA thru EZZ 2000
F3FAA thru MZZ 4000
NAA thru ZZZ 4000
John
Bill
Susan
F1
F2
AAA thru ABZ 4000
ACA thru BZZ 2000
CAA thru EZZ 2000
F3FAA thru MZZ 4000
NAA thru ZZZ 4000
John
Bill
Susan
Vendor ranges Invoice Groups AP Processors
Issues encountered and lessons learned
Imaging is a cultural change Security issues
Logical Archive based security (Appendix A )
Workflow requires standardized process and approval models
Optimize and standardize business processes first
Corporate hierarchy of approvers is critical Keep workflow model flexible to allow flexibility
within a menu of choices (Appendix B)
e.g. who to send item to ? proffered choices (requisitioner, approver, open choice)
Use the business knowledge of the AP processors
Capture keystroke efficiency by pre-filling SAP transactions
Issues encountered and lessons learned …. continued
Desktop standardization is critical Take advantage of the Webgui interface in
IXOS 5.2 for approvers. IXOS client deployment can be tricky
Viewer, Enterprise Scan, DesktopLink (Appendix C)
Image retrieval time can be a problem Compensate by an appropriate workflow/task
design to reduce the number of times the image is opened/closed
Consider rollout in stages or to key users first to gain acceptance (Appendix D)
Use email with embedded invoice image (.tif) for non-WF users.
Imaging in other areas ….
Travel: late archiving of expense receipts to Trip
records Employee benefits:
late archiving of benefits certification documents to employee records
Employee receivables early archiving of check receipts to be
posted subsequently Receiving:
late archiving of deliver docket slips to GR documents
Vendor Master: late archiving of Vendor documentation
Appendix A: Organization of Logical Image
Archives Separate Logical Archives for sensitive
documents R1 – Travel Receipts H1 – Employee Benefit Records F1 – Financial Accounting Documents P1 – Purchase Order versions (outgoing) S1 – Spool Lists (outgoing)
Authorization Object S_WFAR_OBJ is used to control access to images via … Logical Archives Object Type (e.g. Accounting Doc, Travel Doc, etc.) Document Type (e.g. Invoice, Travel Receipt, etc.)
Appendix B: Workflow Architecture (1)Scan & Post
A/P Scanner
Background
A/P Processor
A3
C
Scan: Incoming
documents, archive and index
Post via FB60 or MIRO
Cache image in offshore cache
server
Reject execution
E B Workflow complete
Posted
Parked
Posted and manually blocked
Appendix B: Workflow Architecture (2)Defer Execution
Reject Execution Menu
A3
Workflow
complete
A3
C
A/P Processor1.Approval
2.Vendor Maintenance
3. Send via Email
4.Re-index
5.Rescan
6.Reject
Approver
Approve/Reject
A/P ProcessorSelect Vendor
Maintainer
Vendor Maint.Done/Reject
Background
Change W/I task desc. to “Email Approval” (email sent offline)
Background
Return to Scan operator
Scan operatorRescan &
acknowledge
A/P Processor
Change indices
Scan operatorRescan &
acknowledge
Background
Terminate W/IWorkflo
w complet
e
A/P ProcessorSelect Approver
Appendix B: Workflow Architecture (3)Process Parked Document
B
Workflow
complete
CA/P
Processor
1.Approval
2.Vendor Maintenance
3. Send via Email
4.Edit Parked Document
Approver
Approve/Reject
A/P ProcessorSelect Vendor
Maintainer
Vendor Maint.Done/Reject
Background
Change W/I task desc. to “Email Approval” (email sent offline)
A/P ProcessorEdit Parked Doc with
FV60/MIR4
A/P ProcessorSelect Approver
Parked
Parked
Parked with block
Parked
Appendix C: IXOS Client deployment
IXOS eCON Desktop version 5.1A (Viewer)
Different settings for different user groups Deployment via SMS
IXOS Desktop Link version 5.1A Bundled with the viewer in latest version Cannot be de-coupled easily
IXOS Enterprise Scan version 5.1A Scan Profiles and User groups are centrally maintained on the archive server
Appendix D: World Bank Phased Rollout
Phase I : SAP out-of-the-box functionality was used Manual ‘archiving scenario’ selection with single-step workflow Up and running within a week Allowed time for familiarity with scanning process Approvals via image attachments to emails Did not need IXOS Viewer to be deployed to end users
Phase II: Introduce Indexing, Incoming Invoice Ledger with single-step workflow to AP Specialist Approvals still via image attachments to emails Allowed the Viewer package to be built and deployed throughout the user base Prepare and deliver training to approvers
Phase III: Introduce multi-step workflow Approvals via workflow to users with IXOS Viewer and via email to others (including external recipients like vendors)