inoERP

Accounts Payable Process Flows

inoERP

10/29/2015 1
inoERP

Serial # Process Flow Description

1 Overall Procure To Pay Process

2 Procure To Pay Process for Inventory Item

3 Procure To Pay Process for Non Inventory Item

4 Invoice, Credit Memo & Debit Memo for Inventory (with Purchase Order)

5 Invoice, Credit Memo & Debit Memo for Non-Inventory (with Purchase Order)

6 Invoice, Credit Memo & Debit Memo with-out Purchase Order

7 Expense Claim Processing

8 Pre-Payment Processing

9 Single Payment

12 Month-End Closure
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Overall Procure To Pay Process

PO Approved Supplier Inv.

PO Created and Sent to Received & Match Invoice
Start to PO
Supplier Entered in inoERP
Purchasing Purchasing AP AP

Resolve Hold /
Release YES Any Hold
NO Hold
Invoice Applied ?
Resolved?
AP / Sup.
NO
YES

Create Payment Process Create Invoice

End Transfer to GL Accounting
Accounting Payment

AP AP AP AP

Purchasing
AP

Accounts Accounts General

Purchasing Inventory Sales Ledger Planning
Receivable Payable
inoERP
Procure To Pay Process for Inventory Item

Requisition PO Created : PO Approved Inventory Supplier Inv.

Created By Auto-Release/ and Sent to Receipt Created Received & Match Invoice
Planning Eng. Conv From Req. Supplier Against PO Entered in inoERP to Receipt

Purchasing Purchasing Purchasing Purchasing AP AP

Start Resolve Hold /

Release YES Any Hold
NO Hold
Invoice Applied ?
Resolved?
AP / Sup.
NO
YES

Create Payment Process Create Invoice

End Transfer to GL Accounting
Accounting Payment

AP AP AP AP

Purchasing
AP

Accounts Accounts General

Purchasing Inventory Sales Ledger Planning
Receivable Payable
inoERP
Procure To Pay Process for Non Inventory Item

Requisition PO Approved Supplier Inv.

Created (Manual PO Created and Sent to PO Received Received & Match Invoice
or Pull System ) Supplier Entered in inoERP to PO

Purchasing Purchasing Purchasing Purchasing AP AP

Start Resolve Hold /

Release YES Any Hold
NO Hold
Invoice Applied ?
Resolved?
AP / Sup.
NO
YES

Create Payment Process Create Invoice

End Transfer to GL Accounting
Accounting Payment

AP AP AP AP

Purchasing
AP

Accounts Accounts General

Purchasing Inventory Sales Ledger Planning
Receivable Payable
inoERP
Invoice, Credit Memo & Debit Memo for Inventory (with Purchase Order)

Supplier Invoice Match to PO & Adjust Manually Update Transaction No.

Received & Receipt Distributions, if Invoice, if is auto
Entered (3-Way Match) required required generated

AP AP AP AP AP
Start

Adjust Validate Transaction No.

Cr Memo / Dr Match with
Distributions, if Cr Memo / Dr is auto
Memo Entered Invoice or PO
required Memo generated
AP AP AP AP AP
NO

Resolve Hold / Release

Any
YES Hold NO Invoice / Send to Any Hold
memo
Resolved? Purchasing Department YES exists?
required?
AP / Sup.
YES NO

Create Payment Process Create Invoice

End Transfer to GL Accounting
Accounting Payment

Purchasing AP AP AP AP
AP

Accounts Accounts General

Purchasing Inventory Sales Ledger Planning
Receivable Payable
inoERP
Invoice, Credit Memo & Debit Memo for Non-Inventory (with Purchase Order)

Supplier Invoice Adjust Manually Update Transaction No.

Received & Match to PO Distributions, if Invoice, if is auto
Entered (2-Way Match) required required generated

AP AP AP AP AP
Start

Adjust Validate Transaction No.

Cr Memo / Dr Match with
Distributions, if Cr Memo / Dr is auto
Memo Entered Invoice or PO
required Memo generated
AP AP AP AP AP
NO

Resolve Hold / Release

Any
YES Hold NO Invoice / Send to Any Hold
memo
Resolved? Purchasing Department YES exists?
required?
AP / Sup.
YES NO

Create Payment Process Create Invoice

End Transfer to GL Accounting
Accounting Payment

Purchasing AP AP AP AP
AP

Accounts Accounts General

Purchasing Inventory Sales Ledger Planning
Receivable Payable
inoERP
Invoice, Credit Memo & Debit Memo with-out Purchase Order

Supplier Invoice Adjust Manually Update Transaction No. Approve the

Received & Distributions, if Invoice, if is auto Document
Entered required required generated
AP AP AP AP AP
Start

Adjust Validate Transaction No.

Cr Memo / Dr Match with
Distributions, if Cr Memo / Dr is auto
Memo Entered Invoice
required Memo generated
AP AP AP AP AP
NO

Any Resolve Hold / Release

YES Hold NO Any Hold
memo Invoice
Resolved? required?
YES exists?
AP
YES NO

Create Payment Process Create Invoice

End Transfer to GL Accounting
Accounting Payment

Purchasing AP AP AP AP
AP

Accounts Accounts General

Purchasing Inventory Sales Ledger Planning
Receivable Payable
inoERP
Expense Claim Processing

Expense Report goes for

Start Managers Approval

Select the correct

Employee information
Are entered in HR module
HR
Enter Expense Claim Enter all the expense details
Expense Template
Header Information in the line level
& Department

Email Notification
email & system
HR HR HR HR Notification Received by
Manager

Create Invoice HR
Accounting, against the
Employee as Supplier
Expense Report goes to
AP Physical Receipts Sent to alternative Approver as defined Is the
Finance YES
by employee Manager /
Validate Invoice, for Approver
Employee Expense Manual HR on Leave?
AP
NO

Process Payment, for Expense Report goes for Manager / Approver

Employee Expense Claim
Employee Expense Finances Verification Approves the
Imported as Invoice
Expense Report
AP
AP HR HR
Create Payment
Accounting, against the
Employee as Supplier
Employee Expense Claim
Claim
AP Report ready to be Verified by
Approved ?
YES YES
Imported by AP Finance? NO
Transfer to GL
End HR
AP

Accounts Accounts General

Employee Approver Sales Ledger HR
Receivable Payable
inoERP
Pre-Payment Processing

Enter the pre-

Enter invoice with Enter Supplier Review all data Transaction No.
payment
transaction type and Other and save the is auto
amount in the
= Prepayment Header Info record generated
line
AP AP AP AP AP
Start

Receive and Apply the invoice Adjust Review all data Transaction No.
Enter the actual to the prepaid Distributions, if and save the is auto
Invoice invoice required record generated
AP AP AP AP AP
NO

Any Resolve Hold / Release

YES Hold NO Any Hold
memo Invoice
Resolved? required?
YES exists?
AP
YES NO

Process payment Create Invoice

End Transfer to GL Create Payment
(Only pre-pay Accounting
Accounting
invoice)
Purchasing AP AP AP AP
AP

Accounts Accounts General

Purchasing Inventory Sales Ledger Planning
Receivable Payable
inoERP
Single Payment
Supplier Invoice
Amount & Supplier Bank is
Entered, against Validate Transaction No.
Supplier details Selected for
which Payment is to Invoice is generated
Start Entered Payment
be made
AP AP AP AP AP

NO

Resolve Hold / Release

Hold Invoice YES Any Hold
Resolved? existing?
AP
YES NO

Create Payment Process Create Invoice

EFT File
Accounting Payment Accounting End
Generated

AP AP AP
AP

Payment
Payment Payment Supplier Invoice
Approval by Transfer
Instructions Transfer to Liability A/c Closed,
Finance to GL
Sent to Bank Bank Bank A/c Credited
Controller
AP

Accounts Accounts General

Purchasing Inventory Sales Ledger Planning
Receivable Payable
inoERP
Month-End Closure

All Invoices, Run Perform Validate &

Expense Reports Invoice On Hold Invoice On Hold Account for
Start Entered Report Cleanup Invoices

AP AP AP AP

Confirm & Review Un-Accounted

Transactions / Period Post Entries
Account for Close Exception
Transfer to GL
in GL
Payments Report

AP AP AP GL

Reconcile AP
to GL for
End
Accounting
Period

Transaction AP
Reconciliation
Report

Accounts Accounts General

Purchasing Inventory Sales Ledger Planning
Receivable Payable
inoERP
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10/29/2015 13