Shared Services - Accounts Payable
Technology / Process Enhancements
August 2014 Implementation
Shared Services - Accounts Payable
Tech / Process Enhancements
Agenda:
Enhancement Overview
Enhancement M-Pathways Demo
Page 3
Tech / Process Enhancement Overview
Category
Overview of Enhancement
Receiving
invoices •• Vendors should send invoices directly to Shared Services (SSC) Invoices should include a Purchase Order # or unit email address to ensure timely processing Imaging • SSC will image invoices at time of receipt
• The image will create a case in ServiceLink - SSC will manage all work in ServiceLink
• Users can attach supporting documents directly to vouchers in M-Pathways (voucher coversheet will no
longer need to be printed and mailed)
• Approvers will have images available instantly after voucher is created
• New drawer, document types, and access structure in ImageNow (to facilitate other enhancements identified)
Voucher
Creation • Improved title and navigation for unit to request Non-PO vouchers: • Changed “Regular Entry” to “Payment Request”
• Navigation in M-Pathways for Payment Request moved to end user’s home page
• M-Pathways will send a notification to ServiceLink to create a case when unit creates a Payment Request
• New field on all vouchers called “Requester”
• If populated, “Requester” will receive a notification (with key information) when voucher first saved
Voucher Approval Workflow
• All vouchers which require approval, M-Pathways will be used to route and capture the approval:
• Non-PO vouchers approved on paper by units today will be approved in the system
• Central approvals such as COI, Buyer, Foreign, Sponsored will be approved in the system
• Discrepancy vouchers will be clearly labeled
• There will be systematic voucher reminders & escalations due to approver inaction
Approving
Vouchers •• An approval attestation (similar to the paper approval attestation today) will be included in system approvals Approvers can deny / not approve vouchers by selecting a standard reason – reason will trigger the following actions:
• Place voucher on payment hold until approver approves
• Send voucher to SSC to fix / close voucher
Monitoring Vouchers
• New tools / reports will be available for units to monitor unpaid vouchers to help identify what is scheduled
Page 4
Tech / Process Enhancement Overview
Standard Voucher Processes
Supplier submits
invoice
SSC reviews &
creates / updates
voucher
Unit receives
notification for
approval
when required
Approval
Unit submits
Payment Request
(non-good / services)
Support
Imaged
Payment Scheduled
Page 5
Tech / Process Enhancement Overview
St
anda
rd V
ouc
he
r P
ro
ce
ss
es
Category
Current State
Future State
Receiving invoices Currently many units receive invoices directly from the vendor. If a vendor reaches out to AP many times they cannot answer their inquiry and a new invoice is sent to AP, increasing the risk of duplicate work and duplicate payments since there would be now two copies of an invoice.
Have vendors send invoices (with sufficient
information) directly to the Shared Services Center. The invoice should have a PO# or the order’s email / unit group email (non-standard, must still comply with Procurement policy).
Supplier submits
invoice
Page 6
Tech / Process Enhancement Overview
Unit submits
Payment Request
(non-good / services)
St
anda
rd V
ouc
he
r P
ro
ce
ss
es
Category
Current State
Future State
Payment Requests (New
Title & Navigation) Unit end users can create vouchers (mainly non-PO vouchers) by navigating through 3 folders and clicking “Regular Entry” in M-Pathways.
Unit end users will be able to create voucher requests by clicking “Payment Request” on their M-Pathways homepage. There will be added verbiage to explain what end users should use this for (e.g. non-good / non-service payments).
Payment Requests (New
Field) When creating a voucher the only way to identify the requester is in the voucher comments.
A new field on all vouchers called “Requester” can be used to identify who made the actual request. If not populated by the unit, this field will default to the voucher creator. If created by the SSC, a notification will be sent to the requester identifying the voucher was created (includes key
Page 7
Demo - Entering a Payment Request
-New Navigation
Page 8
Tech / Process Enhancement Overview
St
anda
rd V
ouc
he
r P
ro
ce
ss
es
Support
Imaged
Category
Current State
Future State
Imaging (Invoices on
Front-End) All invoices are imaged after voucher is created by printing a coversheet and sending to ITS Imaging. When a voucher requires approval the approver usually can't see the image until 24-48 hours after they were notified to approve. There is no system data identifying when
invoices are received (only paper date stamps) in AP, which makes it difficult to identify average turnaround times.
All invoices will be scanned and imaged when received. The image will create a ServiceLink case so the SSC transaction team can process
accordingly.
All cases will have creation dates which allows the SSC to identify turnaround times and be able to report out performance metrics.
Imaging (Payment
Requests from Unit) After a unit creates a voucher, a voucher coversheet is printed. Paper supporting
documents are attached to the paper coversheet and handed off for approval. Once approved the unit mails the document to central for review / approval / imaging.
The unit end users can attach supporting
documents directly to the voucher in M-Pathways eliminating need to print a coversheet. All images will continue to be retained in ImageNow (a system transfer from M-Pathways to ImageNow happens in the background).
Page 9
Demo - Entering a Payment Request
Page 10
Tech / Process Enhancement Overview
St
anda
rd V
ouc
he
r P
ro
ce
ss
es
Support
Imaged
Category
Current State
Future State
Imaging (New Drawer
Structure) Currently PO voucher and Non-PO voucher ImageNow drawers are separate. Unit approvers have access to see PO vouchers but only AP has access to see Non-PO vouchers in ImageNow.
To allow units to directly attach support to an M-Pathways voucher and to assist with electronic approvals in M-Pathways, a new voucher drawer was needed to be used for both PO vouchers & Non-PO vouchers. For the majority of users, gaining access to images will be handled through their M-Pathways access - instead of through ImageNow access. This provides more specific access and should be easier for units. Some units may still need access through ImageNow.
There will be a new doc type called Special Audit, which will be used for documents which are considered sensitive.
Page 11
Tech / Process Enhancement Overview
St
anda
rd V
ouc
he
r P
ro
ce
ss
es
Support
Imaged
Category
Current State
Future State
Imaging (New Drawer Structure - Conversion of old Images)
Unit approvers can see PO images. Unit
approvers cannot see Non-PO images. A data conversion will take place for images pre-SSC tech enhancements to go into the new voucher
drawer structure. Old PO voucher images will be converted from the old drawer to the new drawer - allowing them to be viewable from the voucher link. Old Non-PO voucher images will not be converted to the new drawer - due to so many being sensitive (e.g. T&E vouchers before Concur). Imaging (Coversheet) Current paper coversheet is available in
M-Pathways to be printed. The voucher coversheet will be updated with new drawer structure and available in M-Pathways for
Page 12
Tech / Process Enhancement Overview
SSC reviews &
creates / updates
voucher
St
anda
rd V
ouc
he
r P
ro
ce
ss
es
Category
Current State
Future State
SSC (Supplier Invoice
Review) AP reviews paper invoice. If a PO# provided, AP processes. If no PO# AP investigates and follows up either by phone, email, fax, or snail mail with unit or vendor.
SSC will review invoice in ServiceLink Case. If a PO# provided, SSC will process. If no PO# and a unit email provided, SSC will follow-up (using
ServiceLink and providing image of invoice) with unit identified requesting charging information (either appropriate PO# or chartfields).
SSC (Payment Request
Review) AP waits for paper coversheet and support to arrive and reviews. If deemed valid and appropriate AP goes into M-Pathways and approves. If not deemed appropriate follow-up either by phone, email, fax or snail mail with unit.
SSC will review the Payment Request in ServiceLink and click the link (which takes Auditor to
M-Pathways). SSC reviews electronic voucher and support documents. If deemed valid and appropriate, approves in M-Pathways. If not deemed appropriate, follow-up via ServiceLink case, upon response from unit case auto updates.
Page 13
Tech / Process Enhancement Overview
SSC reviews &
creates / updates
voucher
St
anda
rd V
ouc
he
r P
ro
ce
ss
es
Category
Current State
Future State
New “Requester” Field
(Invoice with PO#) When creating a voucher the only way to identify the requester is in the voucher comments.
The new “Requester” field will be auto populated with the ePro Req requester when creating a voucher with a PO#.
A notification will be sent to the requester
identifying the voucher was created (includes key information).
Page 14
Tech / Process Enhancement Overview
Unit receives
notification for
approval
when required
St
anda
rd V
ouc
he
r P
ro
ce
ss
es
Category
Current State
Future State
Voucher Approval
Routing Vouchers are routed and approved via paper and via the system. Paper sign-offs are not validated. All vouchers which require approval (per criteria), will be routed and captured in M-Pathways. Voucher Approval
Routing (PO Voucher) Currently route to unit approver if voucher is >$10K or has a discrepancy line. All vouchers routed appear the same on the approver worklist and on the voucher.
Phase 1 – System will route to unit approver if voucher is >$10K or has a discrepancy line.
Discrepancy lines will be clearly identifiable in the approver worklist and on the voucher.
Voucher Approval Routing (Non-PO Voucher)
No unit approval routing in M-Pathways. All non-PO online vouchers are approved on paper coversheet before sent to AP / HAP.
Phase 1 – all non-PO online vouchers will route for unit approval in M-Pathways. This will provide stronger internal controls, ensure authorize unit approver is approving, and an electronic audit trail. Voucher Approval
Routing (Central) Many central compliance hand-offs / approvals are handled via paper / email. Buyer routing with M-Pathways has a manual aspect to route.
Central compliance hand-offs / approvals will be routing in M-Pathways. Non-PO voucher invoice types have been updated and some trigger routing (e.g. routing to T&E audit).
Page 15
Demo – Voucher Routing
-Workflow paths generated
-Clearly Identified routing (worklist & approval
summary)
Page 16
Tech / Process Enhancement Overview
Unit receives
notification for
approval
when required
St
anda
rd V
ouc
he
r P
ro
ce
ss
es
Category
Current State
Future State
Voucher Approval
Routing (Escalations) Vouchers routed for approval still pending approval after 21 days of inaction, a system reminder is sent to the original approver.
Vouchers routed for approval still pending approval after:
• 7 days - system reminder notification
• 14 days - system reminder notification
• 21 days - system reminder notification &
escalation to Dept Manager
• 28 days - system reminder notification &
escalation to Dept Manager
• 45 days - system reminder notification &
escalation to Dept Manager
• 90 days - system reminder notification &
Page 17
Tech / Process Enhancement Overview
Approval
St
anda
rd V
ouc
he
r P
ro
ce
ss
es
Category
Current State
Future State
Approval (Attestation) Voucher approved on the non-PO form have an attestation while voucher approved in the system do not.
Vouchers routed for unit approval in the system will require approvers click an attestation similar to the current non-PO attestation. Vouchers with a
discrepancy line will have a separate attestation. Approval (Deny / Hold) When an approver denies a voucher today, it is
very cumbersome and confusing process. AP is required to restart approval workflow (which sends another unnecessary notification to unit approvers after they denied the voucher) and AP must approve the voucher to then close the voucher. In doing this, the voucher loses the denied status and any voucher denial reasons / comments are not standard or maintain by the system (must be manually copied and pasted to voucher comments).
If an approver does not agree to approve a voucher, they will be able to select a standard reason from a table in the system. Based on the reason selected, the system will either place the voucher on departmental hold or notify shared services to fix / close the voucher. The requester will also receive a notification.
These system enhancements also fix the current issues, streamline the process, and making it easier for approvers and SSC AP.
Page 18
Demo – Voucher Approval
-Approval Page enhancements
-Approval Attestation
Page 19
Tech / Process Enhancement Overview
St
anda
rd V
ouc
he
r P
ro
ce
ss
es
Category
Current State
Future State
Monitoring Vouchers Units receive invoices directly which gives them visibility on what needs to be paid. Units also have additional reviews on invoices under the system threshold.
To provide additional visibility to units when
invoices are sent directly from vendors to SSC, units can monitor an unpaid voucher report and scan for appropriateness. Normal payment terms (Net-30) will allow units 2-3 weeks to identify items which shouldn't pay and reach out to SSC to put on hold / resolve. This report can be scheduled (e.g. weekly) or ran ad-hoc
Page 20
Demo – Unpaid Voucher Monitoring
Change Management Plan
Completed - Process Overview Sessions (Jan–Mar 2014)
Completed - Faculty Engagement Sessions (Feb-Apr 2014)
Share with You! – Unit Liaisons to share with units and
encourage the upcoming training sessions
Letter to Vendors and Units
Training Sessions – See Next Slide for Plan
Training Plan
MyLINC eLearning courses offered:
AP101 “Overview of Accounts Payable and the Procure to Pay Process”
AP151 “Accounts Payable Going Forward”
PRE103 “Create a Payment Request” (formerly “Create a Non-PO Voucher”)
All related step-by-step procedures updated/created, such as:
“Voucher Approval”
New desktop procedure for unpaid voucher monitoring
Three LIVE sessions will also be offered for AP151 “Accounts Payable Going
Forward” (sessions will be videotaped and available for viewing)
06/18/14 8:30-10:30 - School of Social Work (ECC)
06/26/14 1:00-3:00 - Lurie Engineering (Johnson Rooms)
07/08/14 8:30-10:30 - Palmer Commons (Forum Hall)
A targeted communication will be sent out with instructions for registering through
MyLINC
Shared Services - Accounts Receivable
Quick Update on Accounts Receivable
August 2014 Implementation
SSC Accounts Receivable Forms & Training
•
New Forms - Applicable to all units that use or will be using SSC Accounts Receivable.
•
General Customer Upload Template
•
General Billing Upload Template
•
New MyLinc documents on AR forms will be available
•
Existing MyLinc documents for AR Reports:
•
Statement of Receivables Report Field Descriptions
•
Aging Detail Report Field Descriptions
•
Instructor led training course held multiple dates across campus in Mid June-Mid July.
•
AR 150 –Using AR templates
•
AR 160 – AR Services, Running Reports, Unit responsibilities & best practices
•
Training courses will provide an overview of AR services and benefits of using SSC
Accounts Receivable. Encourage units in all schools/colleges to attend to see what
services are offered.
•
AR training courses will be available for registration in MyLinc. Email will go out to units
when registration is available.
•
Questions? Email AST Accounts Receivable Lead, Jamie Zawistowski at
[email protected]
SSC Accounts Receivable – Training Courses
2 courses
AR 150 Using AR Templates
AR 160 AR Services, Running Reports, Unit Responsibilities and Best Practices
5 live sessions across campus for each course (sessions will be videotaped
and available for later viewing)
AR 150 Using Templates
6/17/14 1:00-2:30 School of Social Work B780
6/25/14 8:30-10:00 Lurie Engineering Johnson Rooms
7/9/14 1:00-2:30 Wolverine Tower G18
7/16/14 8:30-10:00 Palmer Commons – Great Lakes Room South
7/17/14 1:00-2:30 School of Social Work Room B780
AR 160 AR Services, Running Reports, Unit Responsibilities and Best Practices
6/17/14 3:00-4:00 School of Social Work B780
6/25/14 10:30-11:30 Lurie Engineering Johnson Rooms
7/9/14 3:00-4:00 Wolverine Tower G18
7/16/14 10:30-11:30 Palmer Commons – Great Lakes Room South
7/17/14 3:00-4:00 School of Social Work Room B780
Page 26
Appendix
Page 28
Page 29
Page 30
Page 31
New requester field
Enter Invoice ID and Invoice
Date; select Invoice Type
Page 32
Page 33
Enter Description, shortcode/chartfield
information
Page 34
Page 35
Page 36
Page 37
Page 38
Page 39
Page 40
Document appears in the list; repeat this process
for additional documents
Page 41
Voucher Approval
Page 47
Can access approval page
from worklist or from link in
If you approve the payment,
click the “I agree” checkbox
for the attestation
Page 48
Attestation message and deny
section disappear; Approve
button becomes active
Page 49
When the Approve button is clicked,
the voucher is approved
Page 50
The attestation message,
approver, and date/time are
saved in the Comments field
Voucher Approval
Page 52
Click on the magnifying glass
to select a reason
Page 53
Page 55
Enter additional comments
with more information
regarding your decision
Page 56
Page 58
The reason for not approving
the voucher, additional
comments, approver, and
date/time are saved in
Comments fields
Voucher Approval
Page 60
Click on the magnifying glass
to select a reason
Page 63
Enter additional comments
outlining your reason for not
approving
Page 64
Page 66
Reason for denial and
additional comments are
saved in Comments fields. A
notification is sent to Shared
Services to close the voucher.
Voucher Approval
Approve a Voucher Put on
Hold
Page 68
Go to the Voucher Approval
page (voucher will still be in
your worklist). Click the I
agree button.
Page 69
Approve button becomes
active.
Page 72
