ACCOUNTS PAYABLE WORKFLOW

The Accounts Payable workflow module provides the user with control over all functions of the Accounts Payable process from opening the envelope to preparing the vendors check.

When the invoice is received it should be scanned into the TaskManager System ASAP. This places the invoice under control of the Workflow system and eliminates lost, misplaced or destroyed invoices.

When the scanning process is completed, the TaskManager System will recognize the presence of an invoice and cleanse the invoice, (removing speckles, spots, alignment and other steps to promote effective Optical Character Recognition (OCR). Next, the system will apply the appropriate business rules tailored for each company and process each line on the invoice. Any invoice with a questionable item is placed into a verification queue. Both processes are automatic and unattended since they take place in background processing.

When the operator opens the TaskManager verification queue, any corrections will be made and the batch finalized. During this process, the system will automatically determine if this is a duplicate invoice received over the past 60 days.

The approval process will automatically forward the invoices via the internet to the appropriate person who has the responsibility to approve this invoice. Workflow will track the approval and verify the approval takes place in a timeframe determined by the user. If not approved in that timeframe, the system will automatically send a reminder and copy the approver’s manager if desired. The goal is to eliminate delays and lost discounts.

Once approved, the TaskManager System can automatically assign a General Ledger account number to each line on the invoice. If this is a new line item that the TaskManager System has not previously processed, the invoice will be sent for manual assignment. The next time the system sees that specific line item, it will automatically assign the correct G/L number. Workflow will track the G/L manual process, assuring there are no delays in that process.

When all of the G/L account numbers have been assigned, the system will balance the total of the assigned account numbers to the total of the invoice. If the total is not in balance, it is sent to the G/L assignment professional for resolution. Next, the system will automatically send the approved invoice to the A/P accounting system for check preparation.

The workflow control of paper, general ledger account number assignment, approval and validation provides security and automation for the total Accounts Payable process.