AP WORKLIST ...a new way to process invoices on hold

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AP WORKLIST...a new way to process invoices on
hold

• November 2007

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What is the AP Worklist?
The AP Worklist is an online tool for Yale
business offices to electronically view, process
and approve invoices on hold.

• Easy-to-use interface routes invoices on hold
  directly to the unit that is required to take
  action prior to payment
• Invoices are routed to an individuals Worklist
  based on the organization segment of the PTAEO
• Users take action on an invoice and directly
  update Oracle. This eliminates Accounts Payable
  intervention and improves invoice payment time to
  Yale suppliers!

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Why use the AP Worklist?

• Improves payment turn-around time
• Most Valuable Features
• Improved visibility/one location of holds
• Immediate notification of holds
• Immediate releasing of holds
• Ability to view invoice image

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Fast Facts on Pilot ExperienceJuly October 2007

• 95 prefer AP Worklist over the previous email
  system!
• 28 units participated
• 139 users 50 processed transactions
• 824 invoices processed
• 85 invoices approved (9 SPLIT charging)
• 15 invoices rejected back to AP (8.5 w/o
  Facilities)
• 146 highest vol. invoices processed per dept
• 18 highest vol. invoices processed per week
  (avg. 3)

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What pilot users had to say

• Works great! Regina Romero,
  Beinecke Library
• I like the fact that the holds show up on
  one list instead of having to go into the monthly
  review application. Meko
  Owens-Ward, MRRC/Diagnostic Radiology
• This list provides all of the holds in one
  place in a timely fashion and with documentation.
  It is easy to verify the status of the approval
  or rejection. Mary Ann Moran,
  Development
• Everything is listed on one page!
  Juliann Murphy, Engineering
• Nice and easy to clear your holds - no need
  to go back to emails to see what the holds were
  for. All centrally located.
  Jennifer Mulligan,
  Diagnostic Radiology
• Not getting any more emails - One location
  for all AP hold items. Therefore the work can be
  divided up by each of our financial asst. when
  they look at the worklist instead of me sending
  emails to each of them and figuring out who they
  belong to. Angela E. Lee, MCD Biology

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Department Actions

• Acknowledge receipt of goods or services
• Provide valid charging instructions
• Split charging
• Approve or reject invoice for payment

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Routing Groups

• AP
• Departments
• Grants Contracts
• AP Director
• Controller

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The Worklist
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The Detail Screen
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Split Charging
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Split Charging Template
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Receiving
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Rejecting
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Routing Hold for AP
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Routing Hold for Departments
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Business Managers

• Identify the individuals that need access to the
  system
• Who currently processes invoices on hold?
• Who currently approves invoices on hold?
• Determine what portion(s) of the Units org
  structure they will need access to
• Provide this information to Procurement and
  Procurement will provide access for the Unit

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Submitter or Approver?

• Disbursement Approver in START Approver within
  AP Worklist
• Not a Disbursement Approver in START Submitter

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New Users

• Participate in training (demo, online, or onsite)
• Current e-mail process will go away
• Exceptions EID holds partially posted
  invoices
• All pending holds will be routed to your AP
  Worklist
• Continue to monitor Bug Report

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Questions?