Passive cycle approval workflow | ARXivar

To digitally manage the approval and recording of purchase invoices received from suppliers, there was a need to automate the management of the approval process of the passive cycle through a workflow.


Through ARXivar, it is possible to manage documents and monitor approval processes, convey and facilitate information exchange inside and outside the company.


ARXivar is modeled on the customer's punctual needs and enables, in particular, the dematerialization and effective management of business activities, starting from the organization and document sharing of electronic invoicing and regulation-compliant storage to the automatic management of business processes.


The Received Invoice Management process is automatically activated when a purchase invoice is received in ARXivar. 


The process retrieves the order contained in the invoice and, via web service call to SAP, the relevant responsible user is retrieved.


If it is not possible to retrieve the responsible party via SAP call, the latter is retrieved by reading the supplier master data.

The administration office verifies the invoice, and contacts the manager only in case of missing documents or squaring.


At the end of the process, the administration office registers the invoice.


Results

Prior to setting up the process in ARXivar, when a purchase invoice arrived, it was printed and was handled by taking it from office to office for approval and registration, with the risk of errors in manually imputing the data reported from print to system.


The time to complete the process, moreover, was inevitably quite high.


The process has greatly facilitated the retrieval of information, streamlined document management as everything is handled digitally. In addition, there is no longer a need to take up space for storing paper invoices.

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