as is accounts payable

8/11/2019 As is Accounts Payable

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Sweda USA Oracle Implementation

Assessment Study

AS IS Process Document

Accounts Payable

Author: Pradeep Mandha

Creation Date: 20

th

April 200!

Approvals:

"Appro#er $% Ste#e Smith

"Appro#er 2% &asmine


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Document Control

Change Record'

Date Author Version Change Reference

0()20)200! Pradeep Mandha $*0 Ori+inal

Reviewers

Name Position

Shyam ,amachadran Pro-ect Mana+er

.an Subhramanyam

Distribution

CopyNo.

Name ocation

$

2

/

Note to !olders:

I you recei#e an electronic copy o this document and print it outplease write your name on the e1ui#alent o the co#er pa+e ordocument control purposes*

I you recei#e a hard copy o this document please write your nameon the ront co#er or document control purposes*

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Contents

Document Control...............................................................................................................2

Contents...............................................................................................................................3

Introduction......................................................................................................................... 4Overview.......................................................................................................................... 4

High Level Future Processes............................................................................................5. Purch!ses "rom Overse!s.....................................................................................5

.2 Purch!ses "rom Domestiv #endors......................................................................$

.3 %&'ense Invoicing Process ( )!nu!l...................................................................*.4 Other )isc Processes.............................................................................................

O'en !nd Closed Issues "or this Deliver!+le.....................................................................2

O'en Issues....................................................................................................................2

Closed Issues.................................................................................................................2

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Introduction

Sweda USA is a supplier)manuacturer promotionalproducts industry* Sweda posts in#oices on a daily basis toa #ariety o #endors* Sweda pro#ides payments to these#endors in a number o ormats chec AC3 and 4iretranser* 5he payments are produced in SAP 6$ Payablessystem and checs are printed directly rom the system*5he AC3 and 4ire transer payments are done out o theSAP System*

Sweda USA is implementin+ Oracle $$i 786usiness Suite toenhance its business operation*

Overview

5his document outlines the current hi+h le#el businessprocess o the Accounts Payable unction at Sweda USA* 5hescope o the module includes Purchases rom O#erseas9endors)Domestic 9endors*

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High Level AS IS Processes

1.1 Purchases from Overseas Vendors

Process Diagram

The following exhibit depicts the high level AS IS process for purchases fromOverseas Vendors

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Process Details

Process ame! Purchases from Overseas Vendors

Process Descri"tion!

AP Invoices for Items purchased from Overseas Vendors are created manually in APSAP B System! The system automatically matches the AP lines to the PO lines!Invoices are matched via "way matching to the purchase order and non PO invoicesare manually matched to #oods receipt!

Process Ste"s!

! $reate Invoices manually and match the same to PO%#oods receipt&! Approve Invoices'! (un Payment process to transfer entries into #)*! )ogin into $+B ban,-! .a,e wire payments from $altech chec,ing account to Overseas Vendors account

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".# Purchases from Domestic Vendors

Process Diagram

The following exhibit depicts the high level AS IS process for Items Purchases from

/omestic Vendors

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Process Details

Process ame! Purchases from Domestic Vendors

Process Descri"tion

Invoices pertaining to purchases from domestic vendors are entered manually in APand are matched to the PO0s! The SAP B system automatically matches the AP linesto the PO lines! Invoices are matched via "way matching to the purchase order andnon PO invoices are manually matched to #oods receipt!

Purchase returns are captured as /ebit memos for parts returned to domesticvendors!

Process Ste"s

! AP Invoice received from /omestic Vendors for Item Purchases&! Invoices entered manually into AP .odule'! .atch the invoices to PO0s 1 and non PO invoices with #oods (eceipt to validate!*! Approve the Invoices

(un the payment print process to initiate payment to /omestic Vendors2 andentries will transfer into #) accounts! The chec,s will be printed from SAP BSystem automatically!

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1.#$%"ense Invoicing Process & 'anual

Process Diagram

The following exhibit depicts the high level To Be process for +on"PO based manualinvoices!

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Process Details

Process ame! on&PO (ased 'anual $%"ense Invoices

Process Descri"tion

This class of invoices is +on"PO based and need AP .anagers approval beforepaying! All departmental expenses are manually entered into AP!

Process Ste"s ) $%"ense Invoices*

! 3nter the departmental expense invoices manually into AP

&! Validate % Account for the Invoice'! Approval by the AP .anager 4using a notification generated by AP Invoice

Approval 5or,flow6*! .a,e a payment to the invoice

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Other 'isc Processes

All invoice entries are manually enter into the $altech Set of Boo,s at the time of Paymentprocessing!

Items (eturn to Vendor where /ebit .emo is created manually in Accounts Payable!

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O"en and +losed Issues for ,his Delivera(le

O"en Issues

ID Issue -esolution -es"onsi(ilit ,arget Date Im"act Date

+losed Issues

ID Issue -esolution -es"onsi(ilit ,arget Date Im"act Date

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as is accounts payable

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