HES Finance Systems Network
Case Studies in University Finance
Readsoft:ProcessIT
Tracey Hodgkin
Manager, Accounts Payable & Receivables
QUT, Corporate Finance Dept
5 March 2013
a university for the
real world
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CRICOS No. 00213J
Overview

QUT implemented an Accounts Payable automation system for managing
the scanning and transfer of AP documents in 2007.

The implementation comprised two key products: ReadSoft Invoices and
ReadSoft InvoiceIT.

QUT made the decision to upgrade Oracle Finance System from our
current Version 11.5.10 to Version R12. Due to be implemented in Sept
2013.

ReadSoft no longer support InvoiceIT - decision on a scanning solution

QUT through a Planned Procurement approach and evaluation process ReadSoft were successful in providing a solution with a product called
ProcessIT.
a university for the
real world
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CRICOS No. 00213J
ProcessIT
 End to End solution, including data capture, archiving and workflows:
 Handles the processing of invoices via scanning to posting and
archiving in Oracle EBS
 The solution has 3 components:
 Invoices - data capture
 ProcessIT – archival and workflow
 Reporter – reporting functionality
a university for the
real world
R
CRICOS No. 00213J
Invoices - Data Capture
Scanning:
 Invoices scanning software automatically sorts the document by buyer,
supplier, country and invoice type
 Profiles for invoice types have been established to assist the AP operator’s
manual workload and automatics invoices routing
Interpret:
 Interprets data from the image and classifies the invoice. The Supplier and PO
are validated from Oracle E-Business suite
 This is a process that can be setup without manual intervention
Verify:
 Verify allows AP processor to correct verify the data with the invoice image
Transfer:
 Automatically transfers invoice image and data to Oracle E-Business suite
Optimise:
 Used to refine and fine tune the capture process for supplier invoices
a university for the
real world
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CRICOS No. 00213J
ProcessIT - Features
Archiving:
 Data capture and scanned image are transferred to ProcessIT
database
 Data and image is also captured in Oracle E-Business – Accounts
Payable module
Search functionality:
 ProcessIT has a search capability to identify any invoices processed
via Invoices. This includes deleted or incomplete workflows.
a university for the
real world
R
CRICOS No. 00213J
ProcessIT - WorkFlows
GE Invoice
 Invoices
Scanning
Capture &
Interpret
Accounting
& Approval
Verify &
Transfer
 ProcessIT
PO Invoice
a university for the
real world
R
CRICOS No. 00213J
ProcessIT Invoice Workflow
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CRICOS No. 00213J
ProcessIT Workflows
Approval Workflows:
GE Invoices:
• Based on Oracle Purchasing heirarchy
• Oracle cross validation and GL segment rules
• Account codes as defined in Oracle EBS
a university for the
real world
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CRICOS No. 00213J
ProcessIT Workflows
Approval Workflows:
PO Invoices:
• Distribution lines automatically matched
• Auto approval if PO lines are identified
• Supports Oracle Accounts Payable matching holds
a university for the
real world
R
CRICOS No. 00213J
Reporting
Reporter:




Provides various reports for management and end users to retrieve information on
every invoice
Supports drill down functionality to provide greater levels of detail and to pinpoint
problems in the workflow
Consists of tables, graphs and charts to monitor invoice processing efficiency
throughout the entire Accounts Payable process, user performance, invoice status
and more
Number of pre-defined reports provided within this tool
Note: this is an additional module not included in standard ProcessIT suite and comes
with additional license costs.
a university for the
real world
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CRICOS No. 00213J
Help Tools
ProcessIT Assistant:

Instant information on how to use ProcessIT applications (new feature)
a university for the
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CRICOS No. 00213J
Help Tools
ProcessIT:
Search Tool
a university for the
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CRICOS No. 00213J
ProcessIT -Improvements
Improvements:
Improved screen look and feel
Ability to route invoices where vendor not created to Vendor Officer and
once created continue the workflow (no longer an overnight process)
Invoices can be set up to auto approve or manual verification according to
configuration setup
a university for the
real world
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CRICOS No. 00213J
ProcessIT -Improvements
Improvements:
Improved Reminder notifications to users and escalation process
Improved accounting flexfield selection for coding invoices
 Vacation rules can be setup by user – no longer a central AP function
Pre-approve PO’s and insert freight and misc amounts to default accounts
Users can reroute GE invoice to PO invoice, match ProcessIT workflow
Establishment of PO rules improved
Payables User Interface to correct errors/invoices within Superuser
Improved document history of changes throughout the workflow process
Tax is not coded in ProcessIT – managed by tax engine during invoice
import process
New functionality for Mobile Phone Installation – Approvers only
a university for the
real world
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CRICOS No. 00213J
Issues

Issues for consideration:

Prepayments - process management requires further consideration

Data Migration – all workflows must be “complete status” before
migration (includes Superuser)

Tolerance levels for PO Matching/Line distributions

Users capacity to release PO match holds within ProcessIT

Users capacity to match invoices to PO within ProcessIT
a university for the
real world
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CRICOS No. 00213J
Questions
?
a university for the
real world
R
CRICOS No. 00213J