WilComm Payables

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Developed as a solution for recognising third party supplier invoices and matching against purchase orders.

WilComm Payables
  Developer Wilkinson
  Product WilComm Payables / Docusmart Payables
  First released 1 June 2012
  First version 1.0.0.0
  Latest release
  Latest version
 
 


Configuration

Filtering the Invoice List

23 Oct 2012: Added feature to specify a filter to selectively show invoices to verifiers. This requires specialist database scripting knowledge (for now). Insert script in VerifyFilter field in User table.


Releases

  • 1.0.0.0


How To

How does the system calculate the Due Date?

If the Recognition process finds a due date, this is used otherwise the scan date plus standard terms is used

What if the recognised Due Date is not later than today?

The system ignores the recognised Due Date and uses the scan date plus standard terms (as above)

What are Standard Terms?

Each Supplier can have its own Standard Terms:

Stdterms.png

If this is not present the system uses the company wide system parameter.

It is set to 14 days when the system is initially set up.

What values are available for Standard Terms?

Supplier specific and company-wide default "Supplier Terms" can be selected from one of the following drop down values:

  • 14 days
  • 30 days
  • End of invoice month
  • End of month following the Invoice Date
    • eg. 6-Feb-2012 --> 31-Mar-2012
  • End of second month following the Invoice Date
    • eg. 6-Feb-2012 --> 31-Apr-2012


How does the system handle overdue invoices or slow authorisations?

Each department has a set of benchmarks for timely processing of supplier invoices. Escalate.png

In the above example:

  • An "Allocation Reminder" notification is sent to the Approver if the invoice is still outstanding 2 days after it was allocated to them (Days Before Reminder)
  • An "Follow up Delay" notification is sent to the Manager if the invoice is still outstanding 5 days after it was allocated to the Approver (Days Before Reminder)
  • A “Terms Almost Due” notification is sent to the Department Manager if the invoice is still outstanding 2 days before the due date (Almost Due Reminder Days)

In the cases of "Follow up Delay" and “Terms Almost Due”, the invoice is also allocated to the Manager to approve/reject.

Does the system recognise when a newly scanned invoice has already been paid?

Not in the initial release.

What is the basic process flow when a newly scanned invoice is received?

Approvals flow.png

How does the system know which department should approve a newly scanned invoice?

The invoice is assigned to the Department associated with the supplier. Supplier workunit.png

What happens if there is no department associated with the supplier or if the system can’t determine who the supplier is?

It matches all the words in the invoice against the list of keywords associated with each department. Workunit keywords.png

In the example above, the business has its general office in Huntingdale and the spare pares unit in Beenleigh.

The algorithm works on the premise that every invoice has the delivery address include.

What is the difference between a WorkUnit and a Department?

This is purely a “naming” convention for software developers.

In some implementations Workunits might be called Divisions or even Companies.

Which approver is initially assigned the invoice?

When it has decided the department, the system allocates the invoice to the first user whose limit is larger than the Amount Including GST. (Is this correct or is it net of GST?) Userlimits.png

Who are verifiers and what do they do?

Verifiers prepare an invoice so that it is ready for the final approval.

A verifier:

  • Checks invoice details
  • Reallocates to approver (if necessary)
  • Adjusts Supplier, Value, GL code(s), Dates …
  • Sets status as deferred if more details are required
  • Enters notations
  • Rejects the invoice
  • Or marks the invoice as verified and ready for final approval

Can a department have more than one verifier?

Yes.

How does the system allocate invoices that are awaiting verification?

While waiting for verification, invoices are nominally assigned to the department’s clerk but they are basically in a pool.

A verifier views the list of awaiting invoices and can take the next invoice in the verification pool.

Invoices in the verification pool may be sorted so that those with the closest deadlines are dealt with first.

Can a verifier approve an invoice?

If a verifier is also an approver and this amount is within their approval limit, they may approve the invoice.

In this case the normal “Verify button” is replaced by “Approved button” for that invoice.

When allocating the “Next” invoice, those invoices that are normally approved by a verifier are not presented to another verifier.

What if the system can’t determine who should approve an invoice?

If there are verifiers associated with a department, the invoice is assigned to them.

Otherwise the invoice is assigned to the Clerk associated with the invoice’s department.

What happens to invoices that fall through the gaps?

If the invoice can’t be recognised, it is assigned the Company wide clerk.

What happens if a user is unavailable to approve or verify invoices for an extended period?

A user can be marked inactive by the company wide clerk (or user with maintenance permissions).

When someone is marked inactive, the invoices allocated to them are reallocated to another user.

When someone is marked active, the maintainer will be asked if they want to reallocate invoices back to them.

What happens if the company wide clerk or a department manager or clerk is marked inactive?

The system will ask for an alternative user to undertake the duties. The change can not be saved unless the alternative has been selected.

When the user becomes active, the alternative user is kept with the record, greyed out, but ready to be reused when the user becomes inactive again.

Who may change the system parameters?

The system parameters may be changed by the Company wide clerk or user with Approvals maintenance permissions

Can I set the system to approve some invoices automatically?

To be auto-approved, an invoice must pass all the following criteria:

  • The supplier has been recognised and matched to a supplier in the company DB
    • The matched supplier has a unique ABN
  • The supplier has one GL code associated with it
  • The recognised totals match the Purchase Order totals (Total amount & Total Tax)
  • The AutoApproveThreshold must be set to the correct value.
  • The value of the invoice must not be above the Maximum Auto Approval Amount for this supplier.

Supplier autoapprove.png

  • The value of the invoice must not be above the Maximum Approval Amount for the “Auto Approver” user.

User approvelimits.png

Setting the Auto Approver’s Maximum Approval Amount to zero will stop Auto-Approval. When initially installed, this limit is set to zero.