Understanding Your Organization's AP Workflow

INVOICE WORKFLOW




*Organizational unit is a term used by Beanworks for inter-company segmentation. It often corresponds to Departments.




HOW ORGANIZATIONAL UNITS CAN BE SETUP

Beanworks has the ability and recommends to segment your organization's invoices within the application. The benefits of using organizational units are that they allow you to:

  1. Separate invoices
  2. Restrict access
  3. Help with search functions
  4. Dictate approval channels

Organization Units ("OU'") are used to:

  • restrict general users from viewing confidential invoices such as legal and human resources fees. 
  • restrict which department can see certain invoices. For example, only the sales department will be able to see invoices coded to sales, while the finance/accounting department will be able to see all invoices within the organization.
  • setup approval channels. For example, if the Sales Director approves all invoices received for Sales, then, the Sales Director can be setup as the approver for all invoices coded to the Sales OU. 

In the absence of organizational units, all users will have full access to view and/or edit all the invoices that are created in Beanworks.

Example of OUS
SPECIFICATION OF ORGANIZATIONAL units
Based on the information provided above please provide a list of organizational unit names you would like to have setup
UNDERSTANDING APPROVAL CHANNELS
YOUR ORGANIZATIONS APPROVAL CHANNELS
We will be talking soon about your new AP workflow. Let's try and create some approval channels based on your companies internal controls as a heads start.

Based on the examples above please fill out the attached approval matrix for one of the channels present in your organization today. 






Approval Channels use logic to dictate who will be approving each invoice.

Often approval channels are structured around your organization's internal control policies and procedures.

Examples of Approval Channels are:
  • Invoices over a certain dollar threshold (i.e. invoices from $0-$5,000.00, invoices from $5,000.00 -$15,000.00)
  • Based on organizational units (i.e. Sales, HR, IT, Finance, Marketing)
  • Based on locations (i.e. Vancouver office, Toronto office, Calgary office)
  • Based on GL  (i.e. acquisition of capital assets) 

We recommend composing approval channels based on the organization units outlined on the previous page.

You are also able to compose approval channels using multiple criteria such as organizational unit and GL(account).

To learn how to setup approval channels in Beanworks please watch the attached video: Setting up Approval Channels


ABC internal control policy outlines that the acquisition of capital assets above $5,000.00 requires approval from the CEO and the CFO. Within AP automation the following approval channel would be created.Capex 


ABC internal control policy outlines that all purchases made by the sales department requires the approval from the Sales Director for invoices less than $5,000, invoices greater than $5,000 requires approval from the Sales Director and the CFO.


This will require the composition of two approval channels as displayed below:

DOLLAR

SUCCESS


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