PayPaw buyWays Invoice Enhancements - PowerPoint Presentation

Slide1

PayPaw

buyWays Invoice Enhancements

May 2017Slide2

What is

PayPaw?

PayPaw is

new

workflow

for

invoicing through buyWays.

It

will help streamline the

Procure to Pay process, ensure payments are correct and sent to the

correct supplier.

Invoices

will be sent to Ricoh for an imaging process that scans

invoices directly

into buyWays.

This

will save the invoice handlers from having to hunt down invoices and then manually enter the information into buyWays.

These scanned invoices will hit the related workflow step for processing by the Department AP person.Slide3

Why

PayPaw

?

In recent history, there have been multiple successful phishing attacks and security breaches at Higher Ed facilities. Clemson

has

also been targeted.

CCIT

has worked to put DUO into place to safeguard faculty, staff and student information. Procurement and Business Services is

working to

safeguard

departmental

funds and

protect suppliers.

The University is at risk for an indeterminate amount when orders are not issued on a purchase order. One of the purposes of the PO’s terms and conditions is to protect the University from risks and certain damage awards. Those contractual limitations are essential for the University to avoid these risks and to remain within

it’s budget

. To maximize the efficiency of this process and safeguard the University, everything that can go on a PO should go on a PO

.Slide4

How Does PayPaw Work?

All invoices

will route

through invoice workflow for review.

Types of Invoices?

System (CXML or PO Flip)

Imported (OCR)

Manual (only when necessary)Slide5

Department

AP Steps

Invoice import

Non-PO Invoice Review

PO Invoice Tax Review

PO Invoice Match Exceptions

Invoice Review

Department/ PI Approval

Administrative Approval

Department Auto Approval

Department Approval

PI Approval

Budget Center Review (Project Review)

Purchasing Gatekeeper

Procurement Director

High Dollar

Final Financial Slide6

Goal and Expected

Outcome

The

goal of PayPaw is to standardize and streamline the invoice

process of the Procure to Pay buyWays system

while reducing the burden on administrative staff.

Currently the time to process a manual invoice is over 20 days.

There

are over 600 addresses where invoices could be

mailed on campus. Slide7

Expected Benefits

Reduce

manual

entry

Provide more accurate data

Reduce the invoice processing cycle time

Reduction in duplication of invoices

Provides

a complete audit trail

for approvals

Compliance with separation of duties policy

.Slide8

How will Ricoh receive the invoices from suppliers

?

The

bill-to

address for the Dillard

Building, will

be the default

address

for all PO’s. Clemson Univ Accounts Payable|ATTN: (contact name) |Dillard Bldg. |400 Klugh Ave|Clemson, SC 29634-5365 (last 4 is your dept. #)Invoices can be scanned directly to Ricoh by sending them to

payable@clemson.edu

.

All

MFD’s from

Ricoh are pre-programmed with this email for ease of invoice scanning.  

How long will it take Ricoh to get my invoices into buyWays? Invoice data and images will be uploaded to buyWays within

two business days of receipt, excluding weekends and

Clemson’s

holiday schedule.

 Slide9

How will I know there is an invoice I need to process?

The

workflow

in buyWays

is set

up to

route invoices based on department number.

We worked with each business officer to identify the invoice handlers responsible for each department’s invoices.

You will receive a buyWays email notification and/or in-system notification when there is an invoice in

your queue. Slide10

What do I do when there is an invoice in my

queue?

Assign

the invoice to

yourself

Open the invoice

Review the “Top 7”

Make Changes/Updates

Review Approvals tabComplete an Action

Approve/complete step

Reject/Cancel Slide11

buyWays Matching

buyWays uses a 3-Way match process

The PO, Receipt and Invoice must match

MATCHED

MIS-MATCHEDSlide12

“TOP 7” Items to Always Check

Supplier Name

Lines Connected to PO

Delivery County

Quantity and Dollar Amounts

Tax

Receipt

Contract # and/or Exemption # if applicable

.Slide13

Strategies

for Successful Procure to Pay :

Issue a PO FIRST

Enter quantities and unit prices correctly to start with.

Always add a contract # when applicable.

Justify R&D when applicable.

Items are either taxable or they are not. Do not enter 0% tax.

Pay attention to the matching tab.

Do not approve something to just get it out of your queue.Slide14

Questions?

cubuyWays@clemson.edu

Deb Hall:

HALL6@clemson.edu

Penni

Douglas:

PENNI@clemson.edu

Allison Patton:

APATTON@clemson.edu

Contact Us:Slide15

PayPaw Invoice Scenarios