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AP WORKLIST “...a new way to process invoices on hold”

AP WORKLIST “...a new way to process invoices on hold”. November 2007. What is the AP Worklist?. Easy-to-use interface routes invoices on hold directly to the unit that is required to take action prior to payment

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AP WORKLIST “...a new way to process invoices on hold”

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  1. AP WORKLIST“...a new way to process invoices on hold” November 2007

  2. What is the AP Worklist? • Easy-to-use interface routes invoices on hold directly to the unit that is required to take action prior to payment • Invoices are routed to an individual’s Worklist based on the organization segment of the PTAEO • Users take action on an invoice and directly update Oracle. This eliminates Accounts Payable intervention and improves invoice payment time to Yale suppliers! The AP Worklist is an online tool for Yale business offices to electronically view, process and approve invoices on hold.

  3. Why use the AP Worklist? • Improves payment turn-around time • Most Valuable Features: • Improved visibility/one location of holds • Immediate notification of holds • Immediate releasing of holds • Ability to view invoice image

  4. Fast Facts on Pilot ExperienceJuly – October 2007 95% prefer AP Worklist over the previous email system! 28 units participated 139 users; 50% processed transactions 824 invoices processed: 85% invoices approved (9% SPLIT charging) 15% invoices rejected back to AP (8.5% w/o Facilities) 146 = highest vol. invoices processed per dept 18 = highest vol. invoices processed per week (avg. 3)

  5. What pilot users had to say… “Works great!” Regina Romero, Beinecke Library “I like the fact that the holds show up on one list instead of having to go into the monthly review application. ” Meko Owens-Ward, MRRC/Diagnostic Radiology “This list provides all of the holds in one place in a timely fashion and with documentation. It is easy to verify the status of the approval or rejection.” Mary Ann Moran, Development “Everything is listed on one page!” Juliann Murphy, Engineering “Nice and easy to clear your holds - no need to go back to emails to see what the holds were for. All centrally located.” Jennifer Mulligan, Diagnostic Radiology “Not getting any more emails - One location for all AP hold items. Therefore the work can be divided up by each of our financial asst. when they look at the worklist instead of me sending emails to each of them and figuring out who they belong to.” Angela E. Lee, MCD Biology

  6. Department Actions • Acknowledge receipt of goods or services • Provide valid charging instructions • Split charging • Approve or reject invoice for payment

  7. Routing Groups • AP • Departments • Grants & Contracts • AP Director • Controller

  8. The Worklist

  9. The Detail Screen

  10. Split Charging

  11. Split Charging Template

  12. Receiving

  13. Rejecting

  14. Routing Hold for AP

  15. Routing Hold for Departments

  16. Business Managers • Identify the individuals that need access to the system: • Who currently processes invoices on hold? • Who currently approves invoices on hold? • Determine what portion(s) of the Unit’s org structure they will need access to • Provide this information to Procurement and Procurement will provide access for the Unit

  17. Submitter or Approver? • Disbursement Approver in START= Approver within AP Worklist • Not a Disbursement Approver in START = Submitter

  18. New Users • Participate in training (demo, online, or onsite) • Current e-mail process will go away • Exceptions: EID holds & partially posted invoices • All pending holds will be routed to your AP Worklist • Continue to monitor Bug Report

  19. Questions?

  20. The Worklist Consistent look and feel to other Oracle applications for procurement transactions enhances learning experience. Status of an invoice appearing in the column can be “New” or “Submitted.” Worklist Date is the date the invoice is routed to Routing Org and placed on Worklist in descending order. IMPORTANT: To review the details of an invoice, click on the Invoice Number link.

  21. The Detail Screen The Detail Screen provides you with basic information about the invoice and the ability to enter the necessary information to release the hold. { HEADER INFORMATION: Basic invoice data includes Vendor, Invoice Number, Invoice Date and Amount. { LINE INFORMATION: Active hold names and Actions(s) Required to relieve holds. { EDIT CHARGING INSTRUCTIONS: Update PTAEO directly on invoice. SPLIT CHARGING: If split charging is required, ‘Split Charge’ button at bottom of screen opens Excel template. SHOW DOCUMENT(S): Most invoices have the option to view invoice image. If no image is available, this button indicates ‘No Documents.’ SUBMIT: If user is not a Disbursement Approver in START, action button shows ‘Submit.’ If user is a Disbursement Approver in START, action button shows ‘Approver.’

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