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APIMS Briefing

Presenter: Kwong Lai Yee Finance Shared Services

project led by: SingHealth Finance Shared Services


Topics

1

Systems used for Payment

2

APIMS Process & Workflows

3

Invoice Verification & Approval Steps

4

2014 Payment Schedule

5

FSS-AP Contacts

6

Q&A


FSS Systems used for Payment APIMS (Accounts Payable Invoice Management System)  Payments of vendor invoices.

e-Forms (e-Payment Requisition Form)  Urgent payment of vendor invoices.  Payments not supported by vendor invoices, e.g. payment to SMC, NEA.  Petty cash top-up.  Staff reimbursements.  Payment to staff e.g. scholarship, awards, advances, subsistence allowance, etc. 3

Process via APIMS

Process via SAP  no image


Topics

1

Systems used for Payment

2

APIMS Process & Workflows

3

Invoice Verification & Approval Steps

4

2014 Payment Schedule

5

FSS-AP Contacts

6

Q&A


Flow FSSAPIMS AP/FA Process - Key Milestones Automated data capture

Data Extraction ( INTERPRET)

Scanning (SCAN)

MAILROOM

·

Dedicated scan application

· · ·

Interpretation Freeform Self-learning Vendor specific automation

Validation (VERIFY) Verification of data

Automated invoice processing in SAP

Matching (COCKPIT) · · ·

Approval Workflow (WEBCYCLE)

Verify Adjustments Automatic posting · · ·

5

Posting (COCKPIT)

Workflow Multi-level approval Consolidation with Incoming Goods and Purchasing Dept. Web Access

·

Automated booking

Upload to ERP (TRANSFER) Data transfer to COCKPIT


APIMS Roles Parties taking action on APIMS workflow: 1. Enduser  Verify purchases are received in good order.  Perform coding (if PO was not raised). 2. Approver  Approve payment of invoice. 3. Finance  Review purchases are in accordance with institution’s guidelines & policies.  Review coding correctly performed by Enduser.

6


APIMS Roles Parties taking action on APIMS workflow (contd): 4. GR Personnel (MMD)  Perform good receipt in SAP system.  Resolve issues related to quantity variance. 5. MMD Buyer  Resolve issues related to price variance. 6. Query Recipient  Respond to queries sent by Enduser, Approver, GR Personnel, MMD Buyer or FSS. 7. FSS  Start workflow according to nature of invoice.  Reject invoices to vendor & follow up.  Process duly approved invoices. 7


APIMS Roles & Routing Logic

Not all APIMS roles need to be involved in the processing of an invoice. Who needs to take action depends on: 1. Invoice Type  PO-based or Non-PO based 2. PO Type  2-way match or 3-way match 3. Approval Requirement  User Dept approved or Centrally approved 8


APIMS System Routing Logic Invoice Type: A. Non-PO based 1. Enduser – Verify & perform coding. 2. Finance – Review. 3. Approver – Authorise payment. (no. of approval levels required depends on the value of the invoice) B. PO based  Routing logic depends on PO type. 9


APIMS System Routing Logic PO Type: B1. 2-way match (for purchase of services)

1. MMD Buyer – Resolve price variance (if any). 2. Enduser – Verify services received. 3. Level 1 Approver – Authorise payment. B2. 3-way match (for purchase of goods) 1. GR personnel in MMD – Resolve quantity variance (if any). 2. MMD Buyer – Resolve price variance (if any).

10


APIMS System Routing Logic Approval Requirement: 1. User Dept Approved  Enduser – nominated by respective HOD of each cost centre.  Approver – HOD of the chargeable cost centre. 2. Centrally Approved  Based on process code.  Process code are used to “fix” the Enduser & Approver of a specific category of invoices so that the routing is not dependent on the chargeable cost centre.  E.g. staff medical bills, staff training, rental, etc. 11


APIMSFSS Non-PO based Invoice Workflow AP/FA - Key Milestones

Finance End User

FSS

Vendor

Invoice without PO

5. Reject vendor

4. Inform FSS

No

Start

End

1. Submit invoices to FSS

11. Receive payment

2. Scan & verify invoices

10. Process payment

3. Goods/ Services received in order?

Yes

6. Perform coding

No

7. Review invoice & coding

8. Invoice in order for certification?

Approver

Yes

12

No

9. Invoice approved for payment?

Yes


APIMS 2 way match Invoice Workflow FSS AP/FA - Key Milestones

7. Reject invoice

APIMS

FSS

Vendor

Invoice with Purchase Order but without Goods Receipt Start

End

1. Submit invoices to FSS

13. Receive payment

2. Scan & verify invoices

12. Process payment

3. Invoice price = PO price?

No

Yes

Approver End User

MMD

4. Assess issue

13

6. Inform FSS

Yes

No

5. Invoice error?

No

8. Rectify Error & release document in APIMS

9. Goods/ Services received in order?

Yes

Yes

10. Release doc in APIMS Yes

No

11. Invoice approved for payment?


APIMS 3 way match Invoice Workflow FSS AP/FA - Key Milestones

FSS

Vendor

Invoice with Purchase Order and Goods Receipt Start

End

1. Submit invoices to FSS

9. Receive payment

2. Scan & verify invoices

8. Process payment

11. Reject invoice

APIMS

Yes 3. Invoice qty = qty received?

Yes

4. Invoice price = PO price?

MMD

No

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7. Rectify error No

No

5. Assess issue

6. Invoice error?

Yes

10. Inform FSS


Topics

1

Systems used for Payment

2

APIMS Process & Workflows

3

Invoice Verification & Approval Steps

4

2014 Payment Schedule

5

FSS-AP Contacts

6

Q&A


Access to APIMS via Email Link

Email Notification Collective email notification will be sent daily at 10.30pm if there are new workflows triggered to you in the day.

Click on the link to access Webcycle

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Access to APIMS via Intranet Alternative Access to Webcycle

Click here to access Webcycle

17


APIMS Webcycle Overview Screen (1) Name of User

No. of invoices pending User’s action

Field available to Enduser to input short notes

Icon to view invoice details

Description of invoice input by FSS

Icon to view invoice image Icon to view workflow status

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APIMS Webcycle Overview Screen (2) User has sent a query. Note that no reminder will be sent to query recipient.

Query recipient has responded to the query. User has taken action & released the workflow. A query is pending user’s response . Workflow is delegated to user. Workflow is pending action by user.

19


APIMS Webcycle Workflow Status Workflow sent to 5 Approvers on 8/11/12. 2 Approvers released workflow on 8/11/12. Document pending action by 2 Approvers.

Workflow sent to enduser on 6/11/12. Enduser released workflow on 7/11/12. 20

Workflow sent to 2 Finance users on 7/11/12. Finance user released workflow on 8/11/12.

Workflow currently in approval stage

Previous processors


APIMS – End User FSS AP/FARole - Key Milestones Responsibilities of End User 1. Ensure goods/services purchased are received in good order. 2. Indicate “Budgeted/Unbudgeted”. (Non-PO based invoices only). 3. Enter coding e.g. Account code, Cost Centre and IO. 4. Ensure total expense coded tally to the invoice amount. 5. Complete task within 5 days (Daily reminder for overdue task).

Options available to End User 1. Set payment block (End User need to follow-up with FSS on unblocking of payment). 2. Receive notification upon FSS payment processing. 21


APIMS – End User FSS AP/FARole - Key Milestones Invoice Details Screen Icon to view open and close invoice image

Indicates user’s role in the workflow

To select and view supporting documents to the invoice 22

Alternative route to view workflow status

Click here to return to Overview Screen.


APIMS Role – End User Review Invoice Details (1)

Vendor name

Invoice amt excluding GST

Invoice amount including GST

GST payable

23

Process code indicated for centrally approved invoices

Payment currency


APIMS Role – End User Review Invoice Details (2)

Enter “A” to request for payment block

Options available MANDATORY to select

24

Field available to enduser to indicate short remarks to approver


APIMS Role – End User Perform coding – only required for non-PO based invoice

Input GL acct, cost centre, internal order, description under posting line.

System populated after GL acct is entered

Click this icon to delete posting line Click this icon to add posting line

25

Description of expense – will be reflected in cost centre report

Cost centre is mandatory if charge to “5” series GL acct.

Ensure total amount chargeable to various lines add up to invoice amount

Routing Cost Centre is mandatory if charge to “1” or “2” series GL acct.

Internal order, if applicable


APIMS Role – End User Release after verification and coding 1.

Click here to save work done

2.

Click here to release workflow

Options available: 1. Create Note – To input notes for documentation purposes. 2. Send Query – To seek clarification with another party before releasing the invoice. 3. Forward workflow – To “pass” the invoice to another enduser to take action. 4. Reject invoice – To return the invoice to FSS to follow up with vendor. 26

Click here to view workflow status

Click here return to Overview Screen


Other APIMS FSS AP/FA - KeyFeatures Milestones Create a Note (1)

1.

27

Click here


Other APIMS FSS AP/FA - KeyFeatures Milestones Create a Note (2)

2.

3.

28

Type the notes here

Click here to save the notes


Other APIMS FSS AP/FA - KeyFeatures Milestones Send Query (1)

1.What Click here

29


Other APIMS FSS AP/FA - KeyFeatures Milestones Send Query (2)

3.

What

2.

30

Type message here

Click here to select query recipient


Other APIMS FSS AP/FA - KeyFeatures Milestones Send Query (3)

What

4.

31

Search query recipient by entering Network ID / Name / Email address


Other APIMS FSS AP/FA - KeyFeatures Milestones Send Query (4)

What

6.

7.

32

Click here to send query

Click here to complete section of query recipient

5.

Select query recipient by ticking the box


Other APIMS FSS AP/FA - KeyFeatures Milestones Forward a Workflow (1)

1.

33

Click here

What


Other APIMS FSS AP/FA - KeyFeatures Milestones Forward a Workflow (2)

3.

What

2.

34

Type message here

Click here to select receiving party


Other APIMS FSS AP/FA - KeyFeatures Milestones Forward a Workflow (3)

What 4.

35

Search query recipient by entering Network ID / Name / Email address


Other APIMS FSS AP/FA - KeyFeatures Milestones Forward a Workflow (4)

5.

What

6.

7.

36

Click here to send query

Click here to complete section of query recipient

Select query recipient by ticking the box


Other APIMS FSS AP/FA - KeyFeatures Milestones Reject an Invoice (1)

What 1.

37

Click here


Other APIMS FSS AP/FA - KeyFeatures Milestones Reject an Invoice (2)

2.

Input reason for rejection here

3.

38

What

Click here to reject the invoice. The workflow will be returned to FSS.


Other APIMS FSS AP/FA - KeyFeatures Milestones Reply Query from Other User or Approver (1)

What

Click on this icon to access workflow

39


Other APIMS FSS AP/FA - KeyFeatures Milestones Reply Query from Other User or Approver (2) Query recipient

What Query sender

1.

2.

40

Click here to input reply

Read query here


Other APIMS FSS AP/FA - KeyFeatures Milestones Reply Query from Other User or Approver (3) Query recipient

What Query sender

3.

4.

41

Click here to send reply

Query Recipient to input reply here


Other APIMS FSS AP/FA - KeyFeatures Milestones Reply Query from FSS (1)

What

Click on this icon to access workflow

42


Other APIMS FSS AP/FA - KeyFeatures Milestones Reply Query from FSS (2)

Name of FSS staff who send What the message

1.

2.

43

Read message from FSS here.

Click here to input reply


Other APIMS FSS AP/FA - KeyFeatures Milestones Reply Query from FSS (3)

What

3.

4.

44

Click here to release reply to FSS

Input reply here


Other APIMS FSS AP/FA - KeyFeatures Milestones View Processed Invoices / History (1)

Click “History� tab for list of invoices processed in the past

What

Sometimes, user received an email notification but there is no invoice when the webcycle is accessed. Reason: The workflow was also sent to other users and one of the other users had taken action.

45


Other APIMS FSS AP/FA - KeyFeatures Milestones View Processed Invoices / History (2) Click here to access calendar to filter processed invoices

What

Tick this box to select invoices released/approved by user. Untick this box to select all invoices that were sent to user.

Click here to access list of invoices within selection criteria 46


Other APIMS FSS AP/FA - KeyFeatures Milestones View Processed Invoices / History (3)

Icon to view invoice image

Invoice posted

Invoice still in workflow Invoice pending FSS action

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Icon to view workflow status


APIMS – Approver FSS AP/FARole - Key Milestones Responsibilities of Approver 1. Review the expense. 2. Approve the invoice for payment.

3. Complete task within 3 days (Daily reminder for overdue task). What

48


APIMS – Approver FSS AP/FARole - Key Milestones Approve document (1)

Click here to view invoice image

Click here to view invoice details

Tick this box, follow by clicking the “Approve” button to release invoice

49

View “Remark” and “Text” for invoice information

Click here to view workflow status


APIMS – Approver FSS AP/FARole - Key Milestones Approve document (2)

Options available: 1. Create Note – To input notes for documentation purposes. 2. Send Query – To seek clarification with another party before approving the invoice. 3. Forward workflow – To “pass” the invoice to another authorised approver maintained in system. 4. Reject invoice – To return the invoice to Enduser to further seek clarification with the relevant parties.

Click here to release workflow / approve invoice 50

Click here to view workflow status

Click here to return to overview screen


APIMS – Approver FSS AP/FARole - Key Milestones Mass Approval

1. Tick all

2. Click here

51


Topics

1

Systems used for Payment

2

APIMS Process & Workflows

3

Invoice Verification & Approval Steps

4

2014 Payment Schedule

5

FSS-AP Contacts

6

Q&A


Finance Shared Services – Payment Schedule for Corporate Office Cut-Off Date Bulk (Approved Payment invoice received by FSS)

Value Date

Jan-14

09-Jan-14

23-Jan-14

Feb-14

12-Feb-14

26-Feb-14

Mar-14

12-Mar-14

26-Mar-14

Apr-14

16-Apr-14

30-Apr-14

May-14

14-May-14

28-May-14

Jun-14

11-Jun-14

26-Jun-14

Jul-14

16-Jul-14

30-Jul-14

Aug-14

13-Aug-14

27-Aug-14

Sep-14

10-Sep-14

25-Sep-14

Oct-14

15-Oct-14

29-Oct-14

Nov-14

12-Nov-14

26-Nov-14

Dec-14

12-Dec-14

26-Dec-14

53

Cut-Off Date Urgent (Approved invoice Payment received by FSS) Weekly

Wednesday

Value Date

Following Thursday

Payment schedule is published on Corporate Office intranet: Finance Shared Services  Accounts Payable & Fixed Assets Services

Designated P.O. Box for submission of invoices to NDC: Bukit Merah Central Post Office PO Box 563 Singapore 911533


Topics

1

Systems used for Payment

2

APIMS Process & Workflows

3

Invoice Verification & Approval Steps

4

2014 Payment Schedule

5

FSS-AP Contacts

6

Q&A


Finance Shared Services – Accounts Payable (AP) Client Service Team for NDC AP Client Service Emily Ong Sok Pheng Tel: 6377 8667 email: emily.ong.s.p@singhealth.com.sg

General invoice enquiries Manis bte Mohamad Tel: 6377 4654 email: manis.mohamad@singhealth.com.sg

Payment enquiries Lim Siew Ean Tel: 6377 4634 email: lim.siew.ean@singhealth.com.sg

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Topics

1

Systems used for Payment

2

APIMS Process & Workflows

3

Invoice Verification & Approval Steps

4

2014 Payment Schedule

5

FSS-AP Contacts

6

Q&A


Thank you

APIMS Training Slides: 30 Dec 2013  
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