8/12/2019 3-ProcessIT

1/16

CRICOS No. 00213Ja university for the world real R

HES Finance Systems NetworkCase Studies in University Finance

Readsoft:ProcessIT

Tracey HodgkinManager, Accounts Payable & Receivables

QUT, Corporate Finance Dept5 March 2013

8/12/2019 3-ProcessIT

2/16

CRICOS No. 00213Ja university for the world real R

OverviewQUT implemented an Accounts Payable automation system for managing

the scanning and transfer of AP documents in 2007.

The implementation comprised two key products: ReadSoft Invoices andReadSoft InvoiceIT.

QUT made the decision to upgrade Oracle Finance System from ourcurrent Version 11.5.10 to Version R12. Due to be implemented in Sept2013.

ReadSoft no longer support InvoiceIT - decision on a scanning solution

QUT through a Planned Procurement approach and evaluation process -ReadSoft were successful in providing a solution with a product calledProcessIT .

8/12/2019 3-ProcessIT

3/16

8/12/2019 3-ProcessIT

4/16

CRICOS No. 00213Ja university for the world real R

Invoices - Data CaptureScanning:

Invoices scanning software automatically sorts the document by buyer,supplier, country and invoice type

Profiles for invoice types have been established to assist the AP operatorsmanual workload and automatics invoices routing

Interpret:

Interprets data from the image and classifies the invoice. The Supplier and POare validated from Oracle E-Business suiteThis is a process that can be setup without manual intervention

Verify:Verify allows AP processor to correct verify the data with the invoice image

Transfer:Automatically transfers invoice image and data to Oracle E-Business suite

Optimise:Used to refine and fine tune the capture process for supplier invoices

8/12/2019 3-ProcessIT

5/16

CRICOS No. 00213Ja university for the world real R

ProcessIT - Features

A r c h i v i n g : Data capture and scanned image are transferred to ProcessITdatabase

Data and image is also captured in Oracle E-Business AccountsPayable module

Search func t ional i ty : ProcessIT has a search capability to identify any invoices processedvia Invoices. This includes deleted or incomplete workflows.

8/12/2019 3-ProcessIT

6/16

CRICOS No. 00213Ja university for the world real R

ProcessIT - WorkFlows

Scanning Capture &Interpret

Verify &Transfer

Invoices

GE Invoice

ProcessITPO Invoice

Accounting& Approval

8/12/2019 3-ProcessIT

7/16

8/12/2019 3-ProcessIT

8/16CRICOS No. 00213Ja university for the world real

R

ProcessIT Workflows

App rova l Workf lows :GE Inv oices : Based on Oracle Purchasing heirarchy Oracle cross validation and GL segment rules Account codes as defined in Oracle EBS

8/12/2019 3-ProcessIT

9/16

CRICOS No. 00213Ja university for the world real R

ProcessIT WorkflowsAp prova l Workf lows :

PO Inv oices : Distribution lines automatically matched Auto approval if PO lines are identified Supports Oracle Accounts Payable matching holds

8/12/2019 3-ProcessIT

10/16

8/12/2019 3-ProcessIT

11/16

CRICOS No. 00213Ja university for the world real R

Help ToolsProcessIT Assistant:

Instant information on how to use ProcessIT applications (new feature)

8/12/2019 3-ProcessIT

12/16

8/12/2019 3-ProcessIT

13/16

CRICOS No. 00213Ja university for the world real R

ProcessIT -ImprovementsImprovements :

Improved screen look and feel

Ability to route invoices where vendor not created to Vendor Officer andonce created continue the workflow (no longer an overnight process)Invoices can be set up to auto approve or manual verification according toconfiguration setup

8/12/2019 3-ProcessIT

14/16

CRICOS No. 00213Ja university for the world real R

ProcessIT -ImprovementsImprovements :

Improved Reminder notifications to users and escalation processImproved accounting flexfield selection for coding invoices Vacation rules can be setup by user no longer a central AP function

Pre- approve POs and insert freight and misc amounts to default accounts Users can reroute GE invoice to PO invoice, match ProcessIT workflowEstablishment of PO rules improved

Payables User Interface to correct errors/invoices within SuperuserImproved document history of changes throughout the workflow process

Tax is not coded in ProcessIT managed by tax engine during invoiceimport process

New functionality for Mobile Phone Installation Approvers only

8/12/2019 3-ProcessIT

15/16

CRICOS No. 00213Ja university for the world real R

IssuesIssues for consideration :

Prepayments - process management requires further consideration

Data Migration all workflows must be complete status beforemigration (includes Superuser)

Tolerance levels for PO Matching/Line distributions

Users capacity to release PO match holds within ProcessIT

Users capacity to match invoices to PO within ProcessIT

8/12/2019 3-ProcessIT

16/16

CRICOS No. 00213Ja university for the world real R

Questions

?