Document Control Change Record 1 Date Author Change Reference 1.0 No Previous Document References Document Name Ref. MOM & AS-IS flow charts recorded -- Accounting policies and procedure manual by D&T AP Business plans for unbundled companies by D&T -- Proposed Organizational Chart for 10 companies -- Sector Law -- Tender specification requirements (excel sheets) -- Reviewers Name Position Distribution Copy No. Name Location
Receive the invoices from supplier or other concerned department. Internal – Manual Standard Invoice PO Invoice is available for recording into system Finance Team Active AP003.02 Record a Standard Invoice details into the system with the correct expense account. Internal – System Assisted Standard Invoice PO Invoice entered in the system Finance Team Active AP003.03 If it is a foreign currency invoice, enter the invoice amount in foreign currency. System should be able to convert it into functional currency automatically based on corporate/user/spot rates. Internal – System Assisted Standard Invoice PO Invoice entered in the system Finance Team Active AP003.04 Payment currency should be same as Invoice currency. Internal – System Assisted Standard Invoice PO Invoice entered in the system Finance Team Active AP003.05 Validate the Invoice in the System. Internal – System Assisted Standard Invoice PO Invoice is available for approval Finance Team Active AP003.07 Create Accounting for the Invoice and transfer the Journal Entries to General Ledger Internal – System Assisted Standard Invoice PO Accounting entries generated Finance Team Active AP003.10 System should allow defining distribution sets and assigning them to Supplier/Invoice. Internal – System Assisted Distribution Sets Distribution Sets defined and assigned Finance Team Active
AP004.01 Receive contractual agreement for making the advance payment Internal – Manual Advance Payment Prepayment Invoice is available for recording into the system. Finance Team Active AP004.02 Enter a Advance / Prepayment Invoice into the system Internal – System Assisted Advance Payment Prepayment invoice is created. Finance Team Active Provide a Descriptive Flex to capture PO, Reference details. The list should link to the PO, If it is to be referred to PO. Internal – System Assisted Advance Payment DFF data is captured. Finance Team Active AP004.04 Validate the Prepayment Invoice. Internal – System Assisted Advance Payment Prepayment is validated Finance Team Active AP004.05 Approve the Prepayment in the system Internal – System Assisted Advance Payment Prepayment is available for payment Finance Team Active AP004.06 Create Accounting for Prepayment Internal – System Assisted Advance Payment Prepayment Liability Clearing is created. Finance Team Active AP004.07 Record a payment transaction into the System Internal – System Assisted Advance Payment Prepayment Available for application Finance Team Active AP004.08 the prepayment upon receiving the invoice from Vendor. Internal – System Assisted Advance Payment Prepayment Applied Finance Team Active AP004.09 Create the Accounting and transfer the entire to General Ledger Internal – System Assisted Prepayment Alert is sent Finance Team Active 1.5 Entering Credit Memo (AP005) Process: Entering Credit Memo Business Function: Accounts Payable Date : June-2-2013 Mapping Team: ORAERP COM INC. Process Owner: Finance Team Librarian: Priority (H, M, L): High Core (Y/N) Yes
Mechanisms: System Assisted Process ID # Description Type Elementary Business Function Result Agent Status AP009.01 Enter the payment details of the supplier like payment amount, bank etc. Internal – System Assisted Payment Payment voucher is created Finance Team Active AP009.02 System should be able to Checks (Pre printed running stationery) on payment. Internal – System Assisted Payment Payment voucher is created Finance Team Active AP009.03 ADBC does payment by Check Payments mostly and cash payments very rarely. Internal – System Assisted Payment Payment voucher is created Finance Team Active AP009.04 Payment currency should be same as Invoice currency. Internal – System Assisted Standard Invoice PO Invoice entered in the system Finance Team Active Create accounting and Transfer to GL. It updates the Bank Accounts and Realized Gain/Loss Internal – System Assisted Payment Accounting is created. Finance Team Active AP009.06 System should allow users to void/cancel a payment. Internal – System Assisted Payment Payment is canceled/void. Finance Team Active AP009.07 System should print remittance advice on payment. Internal – System Assisted Payment Remittance advice is printed. Finance Team Active 2.