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8/4/2019 Receipt to Pay Process - CISTECH Education 5-17-11[1]
http://slidepdf.com/reader/full/receipt-to-pay-process-cistech-education-5-17-111 1/40
Streamline, Expedite and Control
the Inventory Receipt to Pay
Process
Ben McCormick CISTECH General [email protected]
Jim BoyerCISTECH Senior Business [email protected]
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Process Overview• Receive at Dock
• AP Matching
• Reconciling Receipts not Invoiced
• Payment
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Benefits of a Streamlined Process
• Increased warehouse efficiencies
• Improved inventory accuracy
• Inventory visibility leads to improved uptime andbetter delivery
• Improved terms / cash flow
• Improved AP reporting – less errors• Less cost to pay vendors (checks and labor)
• Fewer AP ‘surprises’
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Receiving Process
Reduce labor required to receive
Improve Visibility of Inventory
Speed process
Deliver required information for AP
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5
Supplier Portal:
‘Negotiation’ scenarioBuyer
Place the PO Review change
Accept change
See SupplierAccept
See ShipmentNotification
Supplier
• View the PO
• Propose change (qty, date)
• See Customer Accept
• Vendor Acknowledgement (VA)
• Shipping Notification (ASN)
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• Select multiple lines• Create attachments
• Short Shipment
creates request for
backorder• Creates Shipment
notice, visible in
Power Link
(Procurement,
Materials Mgmt)
Send shipment notice
PALLETS CRATES
Boxes
(Advance Ship Notice)
(Fedex, UPS #)
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Streamline Your Receiving Process
Process starts at vendor site!
• Buyer can use the attachment feature in
Supplier Portal for barcode labels
• Vendor accesses Portal, prints out your
label, and applies to your inventory for
processing receipt
• Every receipt is the same
– Scan to receive
• RF Handheld OR Keyboard Wedge
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• Bar coded labels with
Item and PO… – Used for receiving and
inventory transactions
• Attach to PO – vendoraccesses barcode
attachment on Portal
• Supplier can print asmany as they need on
their local printer
Item labels
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Vendor Accesses Barcode Attachment on Portal
PO
Comments
Supplier Comments
Two-way attachments
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Receive By
• Shipment Notice
• Purchase Order
• Item
• Release
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11
Receive via RF Gun
• CISTECH has written
all IM transactionsfor RF Gun use
• Can do RD or RPtransaction via RFGun at the dock
• Real time receipt
1/02/10 10:26:42
RF Menu
1 (IP) Planned Issue
2 (IS) Misc. Issue
3 (RC) Misc. Receipt
4 (RM) Recpt from Mfg
5 (RP) PO Rcpt to Stck6 (SM) Scrap from Mfg
7 (SS) Scrap from Stck
8 (TW) Warehouse Xfer
9 (IU) Unplanned Issue
F3=Exit
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Shipment Notices (Option #2)
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Shipment Notice / Details
Header Container
Items
Shi
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Shipment Items
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Scheduled Receipts
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AP Matching Process
Reduce AP Errors
Reduce labor required to match and
reconcile
Speed AP match process
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Generate Vendor Invoices
• Invoice on Receipt
• Shipment Number
• Purchase Order number
• Vendor Packing Slip Number
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Invoice on Receipt
AP
InvoiceBatch
PurchaseOrder
Receipt
Vendor
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Invoice on Receipt
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3 Way Match
APInvoice
Batch
PurchaseOrder
Receipt
Vendor
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3 Way Match
Enter Packing SlipInvoice NumberInvoice Date
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The Packing List Content Is
Selected Or Displayed
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Generate 3 Way Matched AP
Vouchers
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Buyer Managed Discrepancies
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Reconciling Receipts not Invoiced
Improve RNI accrual accuracy
Reduce labor required to reconcile
Avoid AP surprises
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AP Pending Flow
•
Purchasereceipt
• Include PL #
Create
IMHIST
• Create invoicematch
• Include PL#
Post invoice•
Print APPReport
• Paper orSpreadsheet
Un-invoiced
receipts details
27
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APP Configuration Record(s)
• Parameters
– Lists or individual warehouses
– Item Types
– Inventory codes
– Output types
– Defaults – Headings
– Etc…
28
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PowerLink Output
29
R7
+
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CISTECH REPORTING PUTS IT ALL TOGETHER !!
CONNECTS THE XA RECEIVING TRANSACTIONWITH THE IFM A/P INVOICE FOR A PARTICULAR RECEIPT.
VALIDATES THE CA-COST ADJUSTMENT BOOKED TOTHE COMPANY P&L ACCOUNTS !
CISTECH AP PENDING REPORTING
IM Receipt Detail linked to IFM Invoice Transactions reveals the CA Variance Amounts and QUICKLY ANSWERS VARIANCEQUESTIONS and quickly proves what went INTO and what was moved OUT OF the AP Pending Accounts!
ABC Mfg Company
XA IM RP TRANSACTIONS XA IFM AP TRANSACTIONS
Receipt & Invoice
LET’S LOOK AT AN EXAMPLE
RP/PQ Receipt Transaction
1200 Raw Material Inventory $154,620.00
2001 Un-Invoiced Rec/AP Pending $-154,620.00
IFM API Transaction
2002 AP Clearing $168,120.00
2000 AP Trade $-168,120.00Instant CA Txn Created for “I” AP Txns
2001 Un-Invoiced Rec/AP Pending $154,620.00
5100 PPV/Cost Adjustment $ 13,500.00
2002 AP Clearing $-168,120.00
The APP Report
proves my entries !
30
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Vendor Payment
Reduce labor required
Reduce check costs with electronic payment
Schedule payments to improve cash flow
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NACHA Interface Bridge
• Convert Payment List Data to NACHA
– Payments
– Invoice Details
• E-mail Remittance Data
• Generate Pre-note Data
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Generate Payment Data
Review Edit
Generate E-mail / Documents
Upload or FTP data toSending Financial Institution
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Formatted Remittance Documents
I i S
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35
Invoice Status
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EFT Benefits
Eliminate the need for Pre-Printed, or Electronic Check Forms
Eliminate some of the major costs of Check Printing,
Employee time, toner, preparation.Eliminate mailing costs for IFM AP Checks and Remittance
Detail.
Provide the Vendor with immediate payment detail.
Creates a file of the Payment Information, TAILORED FOR
YOUR BANK(S) EFT/ACH, that is easy to submit via the
Internet or the Banks FTP site.
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Benefits of a Streamlined Process
• Increased warehouse efficiencies
• Improved inventory accuracy
• Inventory visibility leads to improved uptime andbetter delivery
• Improved terms / cash flow
• Improved AP reporting – less errors
• Less cost to pay vendors (checks and labor)
• Fewer AP ‘surprises’
8/4/2019 Receipt to Pay Process - CISTECH Education 5-17-11[1]
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Summary
• Supplier Portal
• MM Scheduled Receipts / Shipment Notices
• IFM A/P Invoice Processing Tools
• Accounts Payable Pending Reporting
• EFT for IFM
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Summary
• Save Time $
• Reduce Errors $
• Improve Performance $
• Improve Communications $
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THANK YOU FOR YOUR SUPPORT OF OUR
TUESDAY SESSIONS!
Ben McCormick
704-814-0016