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Registering supplier
invoices and obtaining approval for payment is a major task within an accounts department.
It is necessary to know who is authorised to approve the invoice, when limits for
invoice amounts have been reached, how the invoice should be entered, etc. Finally,
the invoice must be forwarded to the appropriate employee and it must be returned.
If it is not returned in time, a reminder needs to be sent out. The conventional
paper based process does not enable the progress of the invoice approval to be monitored.
AuraQ Invoice Approval is designed to enable invoices to be approved without the
need to send the physical document around the organisation, preventing it from being
lost. Invoices are scanned and attached to a BPM procedure. Each user who is required
to sign off the invoice is informed. Once all signatures have been obtained the
invoice moves to accounts for payment.
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Features:
The paper invoice never leaves the accounts department.
The invoice can
also be approved in full straight away. Alternatively the
system enables the invoice amount to be split any number of times for sign off by
different individuals. Each of these ‘sign off actions’ happens in parallel.
Any individual can split the invoice further for approval by other users.
The invoice is automatically forwarding if limits are exceeded.
The approver can see
an image of the actual invoice.
The invoice can be forwarded
to someone else for approval.
If an invoice is split
into several entries, it will only be approved in full when all individual entries
are approved.
The system has a full
audit trail.
Deadlines for approval
can be set.
Accounts can monitor
the progress of the approval process and chase individuals where required.
A profile can be created
for each supplier enabling defaults to be used where appropriate, speeding up the
registration process.
Back to BPM Templates
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