The project is to build an invoice process form for approval purposes.
The template receives a flat file feed of data which populates the invoice fields. The requirement is to put a template in place which automatically downloads the data from flat file files arriving by email.
The next function is to put in place a simple work flow process.
There is a field for the 'approver'. If this has a name installed, then the invoice should be routed to that person.
If it is blank it will go to the accounts department for this field to be filled in by a drop down box.
The invoice then goes to the approver where they can:
a) Change the nominal codes,
b) Change the cost centre
c) select tick boxes to approve or reject
d) Buttons which have three options: 1) Approve and send to Accounts Department, 2) Approve and release to the accounts package, 3) Reject, which returns the invoice to the vendor. There needs to be a text box created, adjacent to each line item, which allows the reason for the rejection to be stated.
Audit trail showing who took which action and date/time
e) A text box for the vendors messages
f) A text box for the users comments
g) A look up feature for a purchase order. This looks up the PO number field in the invoice and search a list of PO's and brings up the matching PO.
h) an automated PO lookup feature (each line item will have a PO number) which compares the line items/totals against the PO and changes the colour of the invoice field if they do not match.
The file is released into the accounts /ERP package. This will require an automated upload process.
Additional Fields: allow the administrator to add additional fields
Add users: import a list of employees, security/approvals levels and email addresses.
Users will have different levels e.g. approve invoices up to a certain figure, when they go over that figure they can approve but this will need further approval.
Some users will be able to release data directly to the accounts package others will not.
Access to management information
Other Lists: A module for importing the following
user defined lists
Look up features:
a) Product. The invoice arrives with a product name. If there is is no product number/ nominal code or cost centre, a lookup takes place to put the data in that field. If there is no match, the field changes colour.
b) default cost centre. The user needs to be able to set defaults for relationships between products/services/people for cost centres
We need to provide a simple way of customising the application so that organisations can add own logo. Ideally this will not have the 'look and feel' of excel but more of a stand alone application.
Interface to set up the receiving of data from the email.
Interface to set up the release of data to the accounts/ERP package
Management Screen: This allows users to view lists of invoices and set up reports. A number of standard reports will need top be built. e.g. number of invoices by data, vendor and cost centre. Rejected invoices.
Automated tracking and reminder process, which if an invoice has not been approved, sends a reminder email.
Additional Project Description:
06/27/2009 at 22:26 PHT
Proven track record, in this area, required