11
Purchase to Pay
Department
OVERVIEW
FACTS AND FIGURES
BUDAPEST
FACTS AND FIGURES
- 28 Sales units
- 3 Admin units
- 7 Distribution Centers
- 7 Factories
- 3 Trainee
- 14 Accountant
- 2 Senior Accountant
- 2 Team Leader
- 10 000 invoices per month
- 160 payment proposals per month
- 35 manual payment per month
- 15 000 suppliers
PROCESS
PURCHASING
Purchasers select supplier and create new supplier in E...
Purchasers select supplier and create new supplier in ERP system
Purchasers order goods or service from supplier
INVOICE HANDLING
Suppliers issue invoices and send them to
Doqsys scan the invoices and register the basic data of t...
Doqsys scan the invoices and register the basic data of the invoices
P2P code and send the invoices for approval
After approval the invoices are transferred to ERP system
Autotemplate
Coding Template automation:
- Code the invoices by using predefined coding templates
- Skip P2P coding part
- Send the invoices directly for approval
PAYMENT
Payment Policy
- No early payment
- Critical Suppliers - weekly payment
- Non Critical Suppliers - bi-weekly payment
P2P create payment proposals weekly as per payment policy
P2P create payment proposals weekly as p...
Payment proposals are approved via IBM Not...
Payment proposals are approved via IBM Notes workflow and uploaded to the bank
After payment P2P close the proposal
SYSTEMS
Invoice
Scan and Capture
BasWare
- Master - coding
- Monitor - reporting
- ThinClient - approval
ERP
Payment
Employee Expense
Scan and Capture
Concur
Approval:
- Line Manager
- P2P Accountant
ERP
Payment
Responsibility
Purchase to Pay
- Code invoices
- Send invoices for approval
- Transfer approved invoices from BasWare to ERP
- Approve employee expenses (Concur)
- Create payment proposal
- Issue resolution - Supplier and Business communication
Business
- Purchaser - New Supplier Creation Form
- Employee:
- New Employee Creation Form
- Expense submit
- Approver - Approval
- Controller - Urgent/Advance Manual Payment
Chennai Team
- Supplier Data Maintenance
- Basware User Maintenance
- Concur Admin
- PO invoice handling
Doqsys
- Scan
- Capture basic data
- Inform supplier if technical requirements not met
KPI Reports
KPI Reports
Invoice Processing Timeliness
- Non PO invoices - 80% within 24 hours
- PO invoices - 80% within 48 hours
Autotemplate usage
Red: No automation
Amber: Partially automated
Green: Fully automated