Maximo Electronic Invoice Approval & PeopleSoft … · • An Introduction • The Challenges • Invoice Workflow 1.0 • The Opportunities • The Limitations • Invoice Workflow

CanMUG – March 11-12, 2015

Maximo Electronic Invoice Approval & PeopleSoft Voucher Creation Integration CSBO Financial Services Experience

• An Introduction • The Challenges • Invoice Workflow 1.0 • The Opportunities • The Limitations • Invoice Workflow 2.0


York University • Founded in 1959 • Today Canada’s third

largest university • 2 campuses, Keele

and Glendon. • Community to

• 53,000 students • 7,000+ faculty and staff • 12,043 degrees

awarded in 2014 • 11 Faculties • Over 5,000 courses

• Total Budget – Fiscal Year 2014

• $1 billion


York University: Abridged Organization Chart

President York University

Vice-Provost Students

VP Research & Innovation

VP Finance & Administration

Campus Services & Business Operations

(CSBO)

VP Advancement



CSBO Financial Services/UIT Partnership

CSBO Financial Services • Responsible for Maximo’s

day-to-day operations, training & system exploration

• Determine Maximo Processes, Procedures, Business Requirements

• Expand Maximo’s use

UIT - University Information Technology • Maximo internal IT

support • Provide Project

Management support & directive for Maximo projects

• Responsible for most system enhancements & solutions


Presenter

Marsharee Williamson • Chartered Professional Accountant, Certified Managerial

Accountant (CMA, CPA) • Functional System Administrator for Maximo • 1st Level Support for End-users • Assist in Development & Design of enhancements • Systemize financial functions wherever possible • Seek opportunity to utilize Maximo’s functionality to

enhance operations


Why INVOICES?

Purchase Requisition

Purchase Order Receiving Invoice


Challenges

• Decentralized Organizational Structure • Diverse Operational Structure • Diverse Signing Authorization Limits • Difficult to enforce Procurement policies consistently

Decentralized Organizational Structure

Players

• aka - DEPARTMENT GROUP • Allocate invoice cost & review charge-out details for accuracy

Administrative Staff:

• aka - REVIEW GROUP • Confirms that vendor has fulfilled the terms & conditions of purchase

agreement • Confirms receipt of goods and services • Verify invoice cost

Supervisors & Superintendents:

• aka - SIGNING AUTHORITY GROUP(S) • Reviews invoices for compliances with procurement policy • Authorizes invoices for payment based on predefined dollar values limits

Managers & Directors:



Invoice Workflow Units/Departments

Opportunities

• Enhanced review of Procurement Policy • Systematized compliance with the University's Signing

Authority Policies • Automatic compliance with CSBO internal policies

− One-over-one approval • Increase visibility of Vendor Contracts • Increased ability to manage consolidated spending • More visibility and accountability to York Community • Better reporting • Improved document handing & record keeping


Generic Invoice Workflow

The Originator

Group (CSBO-Finance)

Department Group

Review Group

Signing Authority Groups

The Originator

Group (CSBO-

Finance)

Optional


The Reality

Department Group

Review Group

Signing Authority Groups

The Originator

Group (CSBO-

Finance)

The Originator

Group (CSBO-

Finance)

Department Group

Review Group


Signing Authority Limits

Department A B C SIGAPPR1 <=10,000 0 <=10,000 SIGAPPR2 >10,000 & <=50,000 <=25,000 >10,000 & <=25,000 SIGAPPR3 0 0 >25,000 & <= 100,000 SIGAPPR4 <=500,000 <=500,000 0 SIGAPPR5 <=500,000

• The workflow accommodates the diverse Signing Authority Limits • Allows for CSBO specific policies

• i.e. All invoice must be reviewed by CSBO’s Director of Financial Services prior to the AVP


Limitations of Invoice Workflow 1.0

• Manual process beyond Maximo Review/Approval • No integration between Maximo & PeopleSoft • Manual confirmation of Payment • Delays notification of problematic payments


• Approve• Cheque Req• PCard• Return• HOLD

Update status to CQR

(WAPPR)Update status

to PCARD(WAPPR)

Cheque ReqPCARD

Valid Invoice?

APPROVE

Return to Originator

FSRETURN(WAPPR)

Invoice routed to CSBO

PCARD group

Invoice status updated to PAID

Return to Originator

Originator updates status to Sent to AP

END

RETURN

Invoice Reviewed by Originator

(Status is SIGAPPRx)

START(Existing Invoice Workflow)

Invoice routed to CSBO Finance Manager

FS WAPPR(WAPPR)

Update status to FS APPR

(WAPPR)

Yes

Status =RCVD BY AP?

Check Status Returned from

PeopleSoft

Yes

Yes

Update InvoiceNo

Update status to HOLDHOLD

Pay To is blank?No

Yes

Status = ERROR?

No

No

Voucher Staging Tables

MaximoPeopleSoft

Select approved Invoices

(nightly job)

Voucher Build/Payment

(nightly job)

Finance Request/Response Message

Maximo Invoice

Invocation

Invoices

Send invoices to Finance

Send response to Maximo

Vouchers

PAID vouchers identified and status returned

to Maximo

Response updates Invoice status


Maximo: Invoice Warning Messages

Warning Message Originator @ Initiation Originator @ Submission to FS Supervisor FS Supervisor Elsewhere

Invoice: Type is PCARD or INTCHRG, Invoice cannot be routed. Stop

Invoice: PO# is not a 10-digit number Stop

Invoice > Remit To: Select a Remit Address Sequence # Warning Warning Stop @ Approve, OK @ CQR & PCard

Company: Remit Address is Inactive Warning Stop Invoice Lines: Missing/Invalid PO Line # Warning Stop

Invoice Lines: Pretax Invoice Total DOES NOT equal Chargeout Pretax Total

Warning, if Pretax Invoice Total <> 0.00 Stop

STORES: Warning @ Approval, from REVIEW to SIGAPPR Group: if Pretax Invoice Total ≠

Chargeout Pretax Total

Invoice Lines: One or more line requires a GL Account, Asset, Location and/or a Workorder ALL: Stop @ submission to

SIGAPPR Group

Invoice: Duplicate Vendor Invoice Number Warning Invoice: Duplicate Vendor Invoice already exist on a processed/paid record Warning Stop @ Approve, CQR &

PCard

Invoice Line: Quantity on one or more Invoice line is 0 STORES: Stop @ Approve, from REVIEW to SIGAPPR

Group

Invoice Lines: Tax Code is not HST or NOTAX Stop @ Approve, OK @ CQR & PCard

Company: Vendor Currency Code is not CDN or USD Stop @ Approve, OK @ CQR & PCard


PeopleSoft: Invoice Revalidations - Sample

Header Info Checks • PO not exists • PO not Dispatched • Message Vendor not match with

PO Vendor • Vendor not exists

Line Info Checks • PO_ID in Line not match with

PO Header • PO Line Number not exists • PO Line Number not Active • Message line UOM not exists

Distribution Line Checks • PO_ID in Line not match with PO Header • PO Line Number not exists • PO Line Number not Active • Message line UOM not exists


Lessons Learned • In-house expertise – is both timely & cost effective • Invest in flexible design to better accommodate

organizational change • Linear processes can be horizontal or vertical

• User acceptance increases when the benefits are significant to them


• Next? The sky is the limit!

Questions or Comments?


Marsharee Williamson | [email protected]


Documents

Maximo Electronic Invoice Approval & PeopleSoft … · • An Introduction • The Challenges • Invoice Workflow 1.0 • The Opportunities • The Limitations • Invoice Workflow