Service PO Approvals

Legacy Contributor

We use numerous Service POs that we want to be reviewed and approved by management before paying the invoice. Similar to a direct entry invoice. This is to help ensure servcies are being performed.

We currently use Image Now (Perceptive) to scan invoices but we do not post (E-Forms) PO invoices through this process, only direct entry. We do not use PO Codes. We can have difficulty identifying a service PO before we key into Lawson. It also takes time for AP to identify the department from the invoice / PO.

We are trying to think of the most efficient process possible to get service POs approved by management before paying.

We are thinking something like; enter the service PO into Lawson, identify department from PO accounting unit (cost center) if possible, place service PO on hold (AP40), scan into Image Now, Route to manager, take PO off of hold when approved and pay.

Does anyone have a good process they use for Service PO's that might help us. When don't want AP spending alot of time on Service PO's.

We also have Process Flow but do not use beyond the typical buyers messages, etc.

Any thoughts or suggestions would be appreciated.

Thank You,
Jason
prattja@wvuhs.com

Legacy Contributor

Hi Jason, our PO and AP departments are using a workflow and OCR system to confirm services prior to payment. The workflow system is an IBM product which is also used for invoice scanning and repository.

The overview of the process works as follows:
1. A requestor is referenced on the purchase order detail lines whether from direct entry or from a requisition source.
2. The invoice is received with the PO number referenced. Preferably via email but can be scanned alternatively.
3. The optical character recognition program (OCR) creates the metadata information including the Lawson Invoice and PO number and initiates the workflow.
4. The workflow system uses the PO number to find the requestor on the PO lines and sends the requestor a task to confirm services received as well as distribution lines. The requestor also has the ability to view the invoice image during their review. The catch here is that the task must be completed by the requestor listed on the PO line so if the requestor is no longer available then the PO line must be updated before the task can be completed. The buyer will have to update the PO in this case.
5. Once workflow tasks are completed the system uploads the invoice into AP20 including assigned authority code and distribution lines and the Lawson invoice process begins.