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inoERP Accounts Payable Process Flows inoERP 10/29/2015 1

Accounts Payable Process Flows inoERPinoideas.org/files/temp/1446115542_inoERP_AP_Process...Accounts Accounts Receivable Payable Purchasing SalesInventory General Ledger Invoice, Credit

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Page 1: Accounts Payable Process Flows inoERPinoideas.org/files/temp/1446115542_inoERP_AP_Process...Accounts Accounts Receivable Payable Purchasing SalesInventory General Ledger Invoice, Credit

inoERP

Accounts Payable Process Flows inoERP

10/29/2015 1

Page 2: Accounts Payable Process Flows inoERPinoideas.org/files/temp/1446115542_inoERP_AP_Process...Accounts Accounts Receivable Payable Purchasing SalesInventory General Ledger Invoice, Credit

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

Page 3: Accounts Payable Process Flows inoERPinoideas.org/files/temp/1446115542_inoERP_AP_Process...Accounts Accounts Receivable Payable Purchasing SalesInventory General Ledger Invoice, Credit

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

Page 4: Accounts Payable Process Flows inoERPinoideas.org/files/temp/1446115542_inoERP_AP_Process...Accounts Accounts Receivable Payable Purchasing SalesInventory General Ledger Invoice, Credit

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

Page 5: Accounts Payable Process Flows inoERPinoideas.org/files/temp/1446115542_inoERP_AP_Process...Accounts Accounts Receivable Payable Purchasing SalesInventory General Ledger Invoice, Credit

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

Page 6: Accounts Payable Process Flows inoERPinoideas.org/files/temp/1446115542_inoERP_AP_Process...Accounts Accounts Receivable Payable Purchasing SalesInventory General Ledger Invoice, Credit

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

Page 7: Accounts Payable Process Flows inoERPinoideas.org/files/temp/1446115542_inoERP_AP_Process...Accounts Accounts Receivable Payable Purchasing SalesInventory General Ledger Invoice, Credit

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

Page 8: Accounts Payable Process Flows inoERPinoideas.org/files/temp/1446115542_inoERP_AP_Process...Accounts Accounts Receivable Payable Purchasing SalesInventory General Ledger Invoice, Credit

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

Page 9: Accounts Payable Process Flows inoERPinoideas.org/files/temp/1446115542_inoERP_AP_Process...Accounts Accounts Receivable Payable Purchasing SalesInventory General Ledger Invoice, Credit

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

Page 10: Accounts Payable Process Flows inoERPinoideas.org/files/temp/1446115542_inoERP_AP_Process...Accounts Accounts Receivable Payable Purchasing SalesInventory General Ledger Invoice, Credit

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

Page 11: Accounts Payable Process Flows inoERPinoideas.org/files/temp/1446115542_inoERP_AP_Process...Accounts Accounts Receivable Payable Purchasing SalesInventory General Ledger Invoice, Credit

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

Page 12: Accounts Payable Process Flows inoERPinoideas.org/files/temp/1446115542_inoERP_AP_Process...Accounts Accounts Receivable Payable Purchasing SalesInventory General Ledger Invoice, Credit

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

Page 13: Accounts Payable Process Flows inoERPinoideas.org/files/temp/1446115542_inoERP_AP_Process...Accounts Accounts Receivable Payable Purchasing SalesInventory General Ledger Invoice, Credit

inoERP

13

Question & Answer

10/29/2015

www.inoideas.org