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XEROX BUSINESS SERVICES, LLC

WORKFLOW SYSTEM

QUICK REFERENCE GUIDE

Purpose: The Workflow System provides for the electronic routing and approval of: (1) vendor set-up requests to allow new vendors to be established for payment by Xerox, and (2) vendor invoices.

Access: Workflow Website: (for use by authorized Xerox employees only)

Login: firstname.lastname (e.g. Bob Smith – “ bob.smith”)

Password: System generates a random password and emails to user upon creation.

Desktop Set-up: See web-site under Contact Us or call the Service Line

Vendor Website: (for use by Xerox vendors only).

Service Line: Phone: 866-213-4619 Email: acsap.service@acs-

Email Notice: Employees will be notified via email when a vendor set-up request or invoice has been routed to them for approval. Action must be taken within five business days or the item will automatically escalate to the next approver level.

Vender Set-Up Functionality:

Guidelines

All requests to set-up a new vendor for payment or make changes to an existing vendor must include a completed online Supplier Profile Form from the vendor. It is the user’s responsibility to monitor and insure that suppliers submit the Supplier Profile Form prior to invoice processing in order to avoid delays in the payment process. The Workflow System should not be used to set-up Xerox employees for expense reimbursements or other employee payments.

Supplier Must Complete Online Supplier Profile Form

The vendor should be directed to the Xerox Supplier Profile Form website () by a Xerox employee. The vendor must provide the following:

• All relevant information concerning supplier diversity status and W-9 requirements

• Identify if this vendor set-up request is for a new address to be added to the Xerox Invoice System or a change of address/name to an existing vendor in the Xerox Invoice System.

• Xerox employee email address (Xerox employee – john.doe@acs-). This will ensure that the request is routed to the appropriate Xerox employee for approval

• Certification that all information provided is correct and the vendor is not subject to backup withholding

Xerox Employee Reviews and Approves

The Supplier Profile Form will be routed to the Xerox employee (as identified by the vendor) through Workflow for review and approval. Be sure to provide the vendor with your Xerox email address. The employee will be notified via email of the pending request and can then enter Workflow and approve the Vendor Set-up Request. The employee must perform the following in Workflow:

a) Select Company – To ensure vendor is set-up in the correct financial system, you must select the Business Unit that will be invoiced.

b) Select Vendor Status –

• New Vendor- Vendor is currently not set up in the system. The vendor should have supplied this information through the Supplier Profile Form filled out on the website. XEROX employee will need to review for accuracy.

• Vendor Change- Vendor information is already included in the system but requires updating. Xerox employee will need to determine the existing vendor number that would need to be updated with the requested change. The employee would need to click on the “Vendor Name” field. A vendor selection box will appear. Select the appropriate vendor to be changed by selecting the respective box which will populate all vendor information that is currently available.

• One-Time Vendor - Vendor is currently not set-up in the system. Since the vendor will only be paid once, the vendor will become inactive after invoice payment.

c) Select Payment Terms – Xerox’s goal is to process all vendor payments within 45 days of the invoice date. Xerox employees should ensure contractual arrangements do not bind Xerox to payment terms shorter than 45 days or interest / penalty clauses. Certain business relationships or circumstances may require terms shorter than 45 days, such as:

* Early Pay Discounts * Utility and Security Vendors

* Xerox Preferred Supplier Relationships * Customer Contractual Obligations

Terms less than 45 days will require the user to provide a reason and are subject to final review and approval by Xerox Global Purchasing.

Approval Routing

Once approved, the Vendor Set-up Request with the Supplier Profile Form will automatically route to the over authorizer for approval. The over authorizer will be notified by email of the pending approval and must enter the Workflow System to approve. After approval, the Vendor Set-up Request and Supplier Profile form will be routed to a Business Unit Reviewer and Xerox Global Purchasing for final approval. Incomplete forms will be rejected and returned to the initiator. After final approval by Xerox Global Purchasing, the Vendor Set-up Request will be uploaded to the Host Financial System, generally within 24 hours. Thereafter, the vendor will be authorized for payment and may submit invoices to Xerox in accordance with accounts payable guidelines. Users may go to the Invoice Processing function within Workflow to approve and route invoices.

Check Status of Set-up Requests

The status of the request can be monitored by using the Document Search in Workflow. In the drop down box “Doc Type” (located at the bottom of the information criteria) is the options of “All”, “Invoices”, or “Vendor Maintenance.” Selecting “Vendor Maintenance” will bring all documents related the vendor set-up process which is stored in the system. Each of these documents can be queried by vendor name, vendor number, or any of the other information on the selection screen.

The system will display all information for the selection criteria and the history and the documents can be viewed by selecting the appropriate boxes. This information will provide the individual with the location of the request and/or the date of output.

AP & Invoice Processing Functionality:

Invoice Routing

ACS employees should instruct vendors to send invoices directly to the appropriate Xerox Post Office Box in El Paso, Texas – see listing on web-site under Contact Us. Also, instruct vendors to include the Xerox contact name, Xerox cost center or department number and Xerox business group name on all invoices or payments will likely be delayed.

Invoices will be loaded in the A/P System by the A/P Workflow Team and routed to employees based on pre-established authorization levels for each business group. Changes to authorization levels due to new hires and other organizational changes should be immediately communicated to your Business Group Designee. In the case of employment separations, his/her supervisor should contact the Business Group Designee or the A/P Service Line immediately upon notice of separation.

Guidelines

Employees should follow Xerox policies and procedures when approving invoices. Only valid invoices should be approved and done so in timely fashion to maximize vendor discounts and to avoid:

* Impairment of Xerox’s credit * Late penalties * Lost revenue

* Contractual violations * Business interruption * Expedited payments

Once approved, invoices are paid according to terms set-up on the host accounting system, so it is not necessary to delay approval of a valid invoice in order to age the payment.

System

After login, a front-end screen will appear with the Invoice Processing function. You may click on the icon to take you into your Personal Queue. You will see any outstanding invoices in your Personal Queue.

The Workflow System will present all queues (folders) that the user can access – Personal, Document Search, Reports, etc. – as shown on the left side of the screen. The Workflow System automatically defaults to the Personal queue which allows for invoice approvals.

Personal Queue: invoices listed can be viewed and sorted by vendor name, invoice number, invoice date, location, company, and invoice amount. This sort option can be changed within the “Preference” key. To view and approve an invoice, click on the invoice link (invoice number). The A/P System then allows you to code, make notes or adjustments, route the invoice to others, reject it, approve it, and take other actions as more fully described for each icon listed below:

• GL Coding – user must complete the fields for distribution amount, company or lob/org, department or cost center number, and general ledger account. In order to display a drop-down box of selections to choose from, click on the small icon directly to the right of the field. Do not guess on the general ledger account coding - contact your Business Group Controller/ Designee with questions.

• Add Notes – user should add any information which may be pertinent to the invoice. This information will be documented in the invoice history. All re-billable invoices must be specified in the notes section to allow for proper accounting of sales & use taxes.

• Suspend – gives the user the ability to hold invoice in their queue pending resolution of any vendor issues such as service delivery, billing rates, or disputed amounts. An explanation will be required in the pop up box and a suspend flag will be added next to the invoice for reference. If the invoice is not suspended or other action taken, it will escalate to the next approval level. When an invoice is suspended, please address the issue promptly to allow for sufficient time for any additional approvals and payment processing.

• Reject – allows user to reject invoice for payment and route to “reject” queue for resolution. This could result in non-payment of the invoice. Documentation of a reason is required, such as duplicate invoice, return of goods or nonperformance of contract terms. If an invoice is incorrectly routed to you, either re-route to the correct user or route to the No Route Info queue.

• Route – allows user to route invoice to another department, individual or Modify Data queue. Modify Data queue is used when invoice data entered by the A/P Workflow Team is inaccurate. Modify Data should also be used when short paying an invoice.

• Approve – before approving an invoice, be certain that all required fields are completed. System will automatically route to other approvers or may require you to select an approver.

• Home – returns to main menu. Internet Explorer back button should not be used.

• Email – allows user to attach an invoice image to an email.

• Reports – allows user to run following reports:

Queue Analysis – breakdown of where invoices reside within queues

Supplier Analysis – invoices by supplier within system

Invoice Accrual Report – lists outstanding invoices

Aged Invoice – lists unpaid invoices by invoice date

User Approval – lists invoices approved by a given approver within a given date range

• Invoice History – allows user to display a detail event log surrounding the invoice selected

• Vendor Information – details vendor information which can be changed if indexed incorrectly. This must be routed back through the Modify Data queue for changes.

• Invoice Header Information – displays the indexed detail information for each invoice.

• Add Line – required entry – user may add multiple lines of distribution on each invoice.

• Skip Invoice – allows user to bypass invoice to the next required invoice. The skipped invoice will remain in queue for future work.

• GL Copy – allows user to copy the allocation to next line item within the invoice and can then be modified or corrected.

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