Expense Management System
A streamlined and automated solution for managing the vendor invoices right from invoice
entry,
scanning the original invoice and presenting the original invoice to the approving users
through email.
The users will then be able to approve or reject this invoice right from their emails. All
this
is integrated with the standard Oracle Applications setups and workflow builder extensions.
The Challenge
A typical day in an Accounts Payable department is to receive in the vendor invoices and
monitor
them for their due dates for payment. For the MRO and service oriented items it is often
necessary to send the original invoice to the appropriate field managers to get the approvals
and then process the payment. In standard Oracle Payables there is no clear process to be able
to send the original invoice document as an email to the approving managers and automate the
approvals with the Oracle Payables system.
Some of the issues commonly noticed in the Accounts Payable departments: |
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Handling the invoice approvals manually by either making phone calls or through
emails to the approving users for getting the consent for payment |
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Manual effort in sending email of the scanned original invoice to the approving user and
monitoring the email queue for approval/rejects and manually handling then in Oracle
Applications |
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Having issues with all the field managers to be able to login and approve the invoices from
the Oracle Applications system, especially when they cannot see the original scanned invoice |
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No clear process for linking the scanned documents to the AP invoices |
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No information in the system to track who approves which (vendor) invoices |
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No functionality for multiple or substitute approvers |
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EMS uses the standard features of Oracle like AP Holds, Descriptive
flexfields, document attachments, database CLOBs and workflow builder to build an automated
process to manage the life of a vendor invoice from data entry to the final payment. Through
this solution the original
invoices are scanned, saved in the database and linked to the AP invoice. A workflow is
initiated
to place the invoice on hold and the details of the invoice along with the scanned original
invoice
are sent to the approving manager. The approving manager will be able to approve or reject the
invoices right from their email which triggers to remove the hold on the invoice in Oracle
Applications.
Key Features |
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Complete automation of the vendor invoice life cycle from creation to the payment |
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Original scanned invoice presented to the approving users for invoice approval right from
their emails |
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Provision for requiring multiple approvers for the invoice |
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Provision for having substitute approvers for the invoice |
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Complete automation by looking at the owner of the PO for approvals and also have ad-hoc
approvals for non-PO based invoices |
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Benefits |
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Minimize the manual process and streamline the AP department processes |
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Avoid phone calls and multiple email streams for passing on the invoice details to the
approving managers |
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Use of standard tools, APIs and features of Oracle Applications and eliminate the need for
customization support |
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Obviate the need for buying large software products to handle this requirement |
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Why Apps Associates
Using Apps Associates deep understanding of the business flows, customers can expect to get
the best out of their Oracle Applications systems. Apps Associates is very committed to
supporting and in making the EMS module feature rich in terms of Accounts Payable process
improvements.
Our products use the industry standard technology platforms like Oracle database, Oracle
Tools,
J2EE, XML and Service Oriented Architecture. |
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