Automate AP - OCR Invoice Audit Report

Description 

Easily monitor the lifecycle and approval stages of invoices from OCR ingestion to paid status. 

 

Step By Step 

1) Using the left navigational menu select Reports > Standard > Accounts Payable > OCR Invoice Audit Log.

 

Hint: To pull across multiple communities – Go to the ‘all communities’ drop-down in the top left-hand corner then select which communities you would like included.

 

2) After selecting the filters you want in your report hit APPLY


Summary view of invoices average amount of time they spent in each section based on the date
parameters selected will be displayed for you on the screen. As the detailed view could be hundreds or
thousands of transactions to avoid latency issues the detail view is only available in export.


The following places are the touch points where an invoice is tracked:


Exception: time OCR brings Invoice into Central (via email or upload) to when User edits the
item and moves it to AP Inbox

Both the user that 'accepts' it into the AP Inbox and the time will be captured

• AP Inbox: Time it enters the AP Inbox and the user that hits ' accept' and leaves the AP Inbox


• Internal approvals- This is tracked -
o 1. When it enters the Internal approval to when it leaves - capturing the user that
accepted it
o 2. When it enters the Board approval to when it moves to the next approver capturing the user that accepted it
o 3. when the prior user accepted it to when the second (or 3rd,4th,14th, etc) user
accepted it - that time frame will be captured, and the second user that touched it.
This counts for when an approver is the last and it moves to payments as well.


• Board approvals - This is tracked -
o 1. When it enters the Board approval to when it leaves - capturing the user that
accepts it
o 2. When it enters the Board approval to when it moves to the next approver capturing the user that accepts it
o 3. when the prior user accepted it to when the second (or 3rd, 4th, 14th, etc) user
accepted it - that time frame would be captured, and the second user that touched it.
This counts for when an approver is the last and it moves to payments as well.


Pending payments: Time from the last approver in the board member to when the item
moved to 'paid' - This should capture items paid via in-house check, digital payment, via
handwritten
• Rejections: The time from when a user rejected an invoice to when a user resubmits an
invoice

 

  • Example of a summary view:

 

  • Example of a detailed view:

 

 

 

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