 | AP Entry -- Invoices are scanned using a desktop
scanner. Accounting information is entered and automatically
associated with the images. The accounting database is used for
reference to validate vendor ID.
The user can scan all pages of the invoice and the envelop (to pick up
postmark) if required.
|
| GL Coding -- GL accounting and project tracking
information is entered. The accounting database is used for
reference to validate account/subaccount and project/task data
items. The approver is assigned at this point. An invoice
can be assigned to multiple approvers since line items within an
invoice may have originated from different departments or locations
within the company.
|
| GL Manager Review -- The GL manager reviews the data
and releases the vouchers for approval. Invoices that do not
require approval can be set to bypass the approval process.
|
| Web-based Approval -- Vouchers ready for approval are
visible via the web to the appropriate approvers. The approver
can view the invoice image and review the pertinent document detail
information. The document can be approved or rejected with a
reason.
|
| Notification -- Approvers are notified via email if they
have invoices for approval that have aged past a certain point.
The email indicates the date of the oldest invoice, the number of
invoices available for review and the total dollar value of the
invoices.
As invoices continue to age, email messages are sent to managers and
various accounting supervisors. These notices include the
approver names, and aging information.
|
| Accounting System Update -- Approved invoices
information is sent to the accounting system for processing.
|
| Status Inquiry -- From the first step above, AP-Distar
"knows" the status of the invoice and who "owns"
it. This allows authorized users to query the system to track
the invoice at any time. |
