Finance Process Diagnostic

Procure-to-Pay To-be Process Flows

Page 1
Procure-to-Pay To-be Process Flows

Page 2
Process Maps Legend

Pool - represents a business End event - Ends the flow of Invoice

entity. Processing Sub process — Indicated a
a process sub-process follows

End event – End results in a

Lane - A sub-partition within message
a Pool and represents a Text Annotation —
End event – result triggers Provide additional
Business Role
another process information about any
Naming convention – aspect of the process
Start event - Starts the flow
To Activity flow : <<Level 5
of a process. name>> in Process : << Level
3 name>>
Start event - triggered by a Document
Decision – control how Management
message
Sequence Flows diverge or
converge
Start event – time Case Management/
triggered Workflow solution
ERP – Activity performed in
SAP Treasury
Start event – triggered From
another process/subprocess Message flow – show the
Naming convention - From flow of messages between Email Notification
Activity flow : <<Level 5 two business entities
name>> in Process : <<Level
3 name>> Sequence flow – show the
order that activities will be
performed
Activity – work
performed in a process Data Object — Provide
information about what
the process does

Page 3
 1.0.1 Base Process

1.0.1 Base process

• Payment terms to be auto-populated from vendor

master and not changed during PO creation
• LC requirement to be entered at PO creation
Procurement Team

• Contracts should be maintained on SAP with

commercial and legal T&Cs

Create Approve Request Update ASN on PO and

Purchase Order Workflow for
purchase purchase PO released Delivery trigger notification to
created PO release
requisition requisition corporate finance team

Create ASN and Send Physical

PO acceptance Material PO? Yes
send to Renew Invoice
Vendor

No
Service
Confirmation
Commercial

1.1 Receive
Mailroom/

5.1.5 LC
& Record Issuance and
Dept

Invoice Opening

Validate Approve
User
artment

Services Service Entry

Performed Sheet
Improvement themes and detailed process maps for Receive and Record
Invoices – Product 1, Product 2 & Support Services

L2
1. Procure to Pay
L3 1.1 Receive 1.2 Invoice 1.3Payment 1.4Vendor 1.5 AP
Processing Processing Query Recon/
& Record Period
Invoice Redressal
Closing

L4 L4
L4
1.1.1a Receive, Sort
and Prepare 1.1.6 Dispose
Documents (Prod 1, 1.1.3 Reject
Inadequate Invoices
Prod 2 and Support Documents(semi
invoices)
annual process)

L4 L4
1.1.1b Receive, Sort
and Prepare 1.1.4 Archive
Documents (Product 3 and Documents
Admin invoices)

L4 L4

1.1.2 Scan and Index 1.1.5 Retrieve

Documents Documents

Page 5
 1.1.1 a Receive, Sort and Prepare Documents (Product 1, Product 2 &
Support Services)
1.1.1a Receive, Sort and Prepare Documents (Product 1, Product 2, and Support invoices)

Vendors have to be informed regarding:

1) Vendors need to send the original invoice to central
1) PO based invoices should mention PO [Link] @ Client place
2) Non-PO invoices should mention name of 2) PO based invoices should mention PO number
Vendor

requestor 3) Non-PO invoices should mention name of requestor

Create and send
original invoice to
Mailroom @
Client place
Central Mailroom

Update Mailroom
Receive and
online tracker
acknowledge
with document
vendor invoice
receipt
Page 6
 1.1.1 b Receive, Sort and Prepare Documents (Product 3 and Admin invoices)

1.1.1b Receive, Sort and Prepare Documents (Product 3 and Admin invoices)

Vendors have to be informed regarding

1) Vendors need to send the original invoice to
Product 3/ admin central teams
2) PO based invoices should mention PO number.
Vendor

3) Non-PO invoices should mention name of requestor

Create and send

invoice to Product 3/
Admin team in HO 1) PO based invoices should mention PO number.
2) Non-PO invoices should mention name of
requestor

Update Mailroom
Receive and Create rejection
online tracker Validate invoice Invoice
Product 3/AdminHO

acknowledge No note and send to

with document against contract Approved?
vendor invoice Vendor
receipt

Yes

Dispatch invoice
to Central
Mailroom
Central Mailroom

Update Mailroom
Receive original online tracker 1.1.2 Scan
vendor invoice with document Documents
receipt
 1.1.2 Scan and Index Documents
Regional / Central Scanning Center

1.1.2 Scan and Index Documents

No
1.1.3 Reject Receive
1.1.1 Receive,
Inadequate notification of
Sort and Scan Invoices successful indexing
prepare Documents
documents 1.1.4 Archive
Documents

Scanned Copy
Verify Performed
Legible?
by AP team
images for
legibility
Yes

Upload
documents
to DMS

Yes

Workflow Manual
Indexing Executive

Index Documents invoice to duplicate Yes Enter invoice in Trigger workflows based on
No SAP indexing
rejection queue invoice check
Yes
pass?
Automatic
No duplicate
Segregation of invoices based on: No • Most fields entered Workflows and email triggered to project
invoice check
a) PO based invoice or Non-PO based Invoice. site/user departments for completing GRN/
pass? through OCR

b) Business unit (Product 3, Solar, Rooftop Solar). • SES based on requestor on the non-PO
Enteron
date baseline date as was
which invoice the invoice and PO details on PO based invoices
c )Type of invoice CAPEX or OPEX invoices.
d) User department (Finance, IT, HR, Admin, Quality, Basic Data Check received, this date along
Yes
CEO office) correct? with payment terms is
Workflow queues: used by SAP for
a) Business unit-wise CAPEX/OPEX queue calculating due-date
Check if below are mentioned:
b) Invoice on hold queue
1) Company name
c) Rejection queue
2) PO number
OCR based auto-population of most fields 3) For Non-PO invoice name of
Project site/ User department

requestor

Park GRN/SES in
Receive scanned SAP,
invoice through Validate quantity Record quality automatically
workflow received inputs route workflow
for approval
User Department GRN Approver

Make Necessary
changes

No

Automatically trigger Approval workflows will vary by nature of invoice and BU

• •
Post GRN/SES and invoice approval/ PO based invoices will be sent for approval only in case of
GRN is correct? Yes update DMS processing workflows exceptions
(system step)
Non-PO based invoices will be sent for approval before invoice
•
processing (except for Product 3 and admin as they are
physically approved)
Automatic load balancing logic user for AP processor work
•
allocation

w ow
Receive scanned or
invoice through kfl Validate Tax line- items on invoice
Tax line items U
No
correct? p
d
a
t
e
D
M
S
t
h
a
t
i
n
v
o
i
c
e
i
s
c
o
r
r
e
c
t

Yes

1.1.3 Reject
Inadequate

Page 8
Invoices
 Barcodes will be generated and printed from the workflow tool

• Sequence of barcode generation will be maintained on the workflow tool

Bar code example
• Different series (identifiers) would be used for different types of invoices
• Capex PO invoices – 1POXXXXXXX
• Capex Non PO invoices (very low volume) – 2NPOXXXXXXXX
• Opex PO Invoices – 3POXXXXXXX
• Opex Non PO Invoices – 4NPOXXXXXXX

• User would be able to enter Invoice type and number of barcodes for printing
Page 9
Basic information from scanned image extracted through automated tool

Auto extraction from scanned image • Multiple vendor invoice formats can be setup for
different vendors
Vendor Invoice Number
Invoice date • Auto extraction would be done on the first page of the
Invoice currency document considering that the first page would be the
invoice
Invoice amount before tax
• Manual check will be performed on the extracted data
Tax Amount to ensure data is accurately captured
Invoice Gross amount
PO Number
Vendor Name
Vendor Code
Vendor email on invoice
Vendor Address from invoice

Page 10
Invoices can be rejected during the indexing stage based on a checklist

Rejection Point Remarks

No PO number/Incorrect PO If PO number is not extracted from OCR and is not manually input or is incorrect
Wrong/Incomplete company
name Company name should be correct
Not an original invoice
Invoice needs to be manually checked to ensure it is an original invoice and not a copy
Invoice without signature
Needs to be checked manually to ensure all invoices are scanned
Invoice without approved
PO Integration with SAP to ensure PO status is approved

• Invoices will be rejected back to the vendor with a notification to the Commercial terms

Page 11
 1.1.3 Reject Inadequate Invoices

1.1.3 Reject Inadequate Invoices

Post Letter
to address
on Invoice

Required in
Post
case of some
Central AP Executive

Admin and
Solar vendors

Reject invoice in DMS with Mode of

Create rejection note rejection code, trigger dispatch of E-mail Rejection
with document details rejection email to letter with Rejection
rejection note to E-mail
and reasons requestor and project vendor: E-mail Note
SPOC or Post?
Page 12
 1.1.4 Archive Documents

1.1.4 Archive Documents

Take print/copyRe-attach Wait for 15 days from invoice

1.1.2 Scan supporting
of documents(if receipt before sending for
Documents documents to
required) archiving
Invoice
Central Scanning Center

Sort by Send to Update tracking number

Barc archival vendor in DMS system and
ode and update tracker manual tracker
num Update
bers document
tracker

Identify Take print/copy

Categoriz Send documents to
documents to of
bedocuments(ife files and Central Scanning
Other F&A
deparments

archived required) mark with Center for Archival

tracking
number

Inform of successful
al Vendor

Receive documentsarchiving with tracking

number

Page 13
 1.1.5 Retrieve Documents

1.1.5 Retrieve Documents

Receive
Request for
Hard copy/ Hard copy/Soft Copy
Soft copy documents?
Documents
Central Scanning Center

Hard Copy
Soft Copy

Retrieve document
Transfer relevant file Send request to Submit Update location
Receive from requestor and
from appropriate folder third party with document to of physical
documents send for archival as
in repository tracking number requestor documents on
earlier
for retrieval DMS or tracker

Receive Retrieve
rchival Vendor

retrieval documents and

request send to Mailroom
Page 14
 1.1.6 Dispose Documents (semi annual process)

1.1.6Dispose Documents (semi-annual process)

Central Scanning

Identify documents that Identify additional Send list of documents Submit disposal Update DMS and
to user dept. head
Center

have extended their documents to be request to tracker regarding

seeking approval for
archival timeline disposed off vendor disposal
disposal
Archival Vendor

Yes Dispose document and

Receive
send confirmation to
disposal request
Client
User Department Head

Disposal request
No
approved?
Page 15
Detailed process maps for Invoice Processing

L2
1. Procure to Pay
L3 1.1 Receive 1.3 Payment 1.4 Vendor 1.5 Recon/
& Record 1.2 Invoice Processing Query Period
Invoice Processing Redressal Closing

L4 L4
1.2.1 Invoice 1.2.3 Process
Processing : Non- Imprest
PO invoices Transactions

L4 L4
1.2.2a Invoice 1.2.4 Block /
Processing: PO
Unblock Invoices
based invoices

L4 L4
1.2.2b Invoice
1.2.5 T&E invoice
Processing: PO
verification
based Invoices

Page 16
 1.2.1 Invoice Processing : Non-PO invoices
1.2.1 Invoice Processing : Non-PO invoices
Requestor

1.1.2 Scan and Index Check DMS Check budget and

Documents workflow for provide GL and
invoices cost center details

Product 3 and
Admin invoices
will not be sent
User Dept. Approver

for approval

Invoice Invoice on
Yes
Approved? Hold?
Accounts Payable First Touch Executive Taxation Team

No Identify and fill out critical

taxation data (taxcode,
TDS, CENVATability, any
Yes other Tax related
information) in system
No
Yes

SAP enhancement to
propose correct tax code

Check DMS Deduct TDS/WCT,

Mark invoice Tax related Apply and tax code,
workflow queue No wherever
on Hold doubts ? GL and CC applicable
for new invoices

1.1.3 Reject
Inadequate
Invoices

Route to
1.3 Payment Open advances in Post
Clear vendor advances Yes Document No complex
Processing vendor a/c ?
queue?

No Yes
Route to
No complex queue
with notes
 Payable Inv

Open advances in Verify FT team Check DMS for

vendor a/c ? Post Documents comments new invoices
Processor

Clear vendor advances Yes

Accounts

Page 17
 1.2.2 a Invoice Processing: PO based invoices
1.2.2a Invoice Processing: PO based invoices

a b

Receive request Intimate AP of LD Attach proofs to DMS and

User Department

for (or Retention) to confirm

confirmation of be made from
LD Invoice

Identify and fill out critical

taxation data (taxcode,
TDS, CENVATability, any
Tax Team

other Tax related

Yes information) in system
SAP
enhancement
to propose
correct tax
code

Identify and fill out

• Contract repository available
critical taxation data Any
1.1.2 Apply online with critical T&Cs extracted
Tax related (taxcode, TDS, Retention &
Scan and correct tax for each contract
doubts ? No LD terms in
Index CENVATability, any d et ai ls
PO ?
Docume other Tax related
nts information) in system

Put invoice on Hold.

Accounts Payable First Touch Executive

Check DMS Retention/LD

Does PBG Send notification to Inform User Dept. to attach relevant
workflow Retention/ Deduction
exist? commercial team and Retention proofs to DMS
queue for LD? calculation and
Vendor
new accounting
invoices No
LD

Intimate i o
User Dept. n r
f m
Receive update on LD Any Misc deduction/ P
ESIC liability/ De Yes a
Yes
Statutory Liability? ta s
ils s
& t
Pr h
o e
of n
s e
ar c
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a s
v s
ai a
la r
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? n
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A
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/
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a b
No Page 18
 1.2.2 b Invoice Processing: PO based invoices
1.2.2b Invoice Processing: PO based invoices

No

1.3
Route to complex Post the Open advances Clear vendor
No Yes Payment
No queue? document in vendor a/c ? advances Processing

No
Accounts Payable First Touch Executive

3-way
mismatch Invoice Price/Tax
content Quantity No value
outside Yes Yes
tolerance correct? difference ? difference?
Yes
limit?

No Yes Yes Trigger workflow to

commercial to

Inform User Send through capture information

A
Dept. about workflow to Send through on type of payment
Route to
inadequacy; Project site/ workflow to
complex queue No
with notes mark invoice as appropriate procurement
obsolete User Dept.

3-way match
(system step) 1.1.3 Reject
Inadequate
Invoices
ptt/ Accounts Payable
ent Invoice Processor

Email triggered to
requestor
Check DMS for Verify FT team Open advances in Clear vendor
Post Documents Yes
new invoices comments vendor a/c ? advances
Modify PO/ Modify PO/
GR GR
Page 19
 1.2.3 Process Imprest Transactions

1.2.3 Process Imprest Transactions

Imprest user

Create replenishment
request with
su pporting documents

Receive
Imprest
Replenishme
Central Accounts Payable Executive

nt request
Reject request,
Supporting are notification sent to
No F&A head and User
as per Policy?

Yes

1.3 Payment
Enter FI invoice
Processing
Page 20
 1.2.4 Block / Unblock Invoices

1.2.4 Block / Unblock Invoices

Blocking of Invoice Un-Blocking of Invoice

Request received Request received

Invoice is
Central AP Executive

from user for Invoice is

blocked from user for
blocking invoice unblocked
unblocking invoice

Ticket closed and Ticket closed and

notification sent to user notification sent to user
and department head and department head

Create blocking
request with Create
approvals unblocking
request with
User Department

approvals

Blocking of Invoice
Un-
Blocking
of Invoice
Page 21
 1.2.5 T&E invoice verification
1.2.5 T&E invoice verification

• Employee will create a request on case management tool with cost center and company code details. Policy will be checked
automatically Approved requests are barcoded
• On rejection, employee has to submit the expenses again by updating or create a new expense

Upon completion of travel,

Travel and retain
Employee

update request with details Print-out the approved T&E Send the physical
hard copies of all request, attach physical documents to
Raise request for No of expenses and upload
Any changes bills copy of expense receipts T&E team
travel on case scanned copies
in travel plans Yes Update request on
management tool
case management
tool
No No

Request Approve
Approver

approved? Expense

Yes

Yes No

Process travel request

Traveldesk

and book flights/hotel

and record request
number
Yes

Validate the following:

a) Reimbursement form is complete
with employee and approver
signatures
b) All claims have supporting
documents
inance T&E Team

Receive request and Documents Policy Post Send T&E

1.3 Payment
Processing
Yes Voilation? No Accounting documents
update employees complete?
entries for archival
Yes Update T&E
request

Page 22
Detailed process maps for Payments Processing

L2
1. Procure to Pay
L3 1.1 Receive 1.2 Invoice 1.4 Vendor 1.5 AP Recon/
& Record Processing 1.3 Payment Query Period
Invoice Processing Redressal Closing

L4 L4
1.3.1 Process
1.3.3 Process
Advance Payment
Normal Payments
Requests

L4 L4
1.3.2 Process
1.3.4 Process Land
Product 3 CAPEX
Payments
and OMS
Payment Requests

Page 23
 1.3.1 a Process Advance Payment Requests
1.3.1 a Process Advance Payment Requests
Head of User User Department

Advance payment request to include

Create Advance 1. Company code
payment 2. Vendor ID
3. Payment supporting documents
request 4. Amount with applicable taxes
5. PO numberagainst whichadvanceisto be made
Make necessary
changes
Department

Advance Payment
No
request approved?
Corporate
Finance

Update cash Update source of funds

flow rolling in ticket and route to
Yes forecast Payment team

Receive request Review request against Update ticket with fund Select correct special
Create advance GL indicator
Payment Executive

in Advance cash flow rolling Funds No shortage details and payment (F-48) identifying OPEX and
payment forecast on shared available? route ticket to CAPEX advances
workflow drive corporate finance

Yes Mode of A
Payment?

Tax advise Apply correct tax

No
required? details

Yes
Update ticket with
tax query and
route to Tax team
Authorized
Signatory
team

Identify and fill out critical

taxation data (TDS, WCT)
in system

Page 24
 1.3.1 b Process Advance Payment Requests
1.3.1 b ProcessAdvancePaymentRequests
Head of User User Department
Corporate Department
Finance

A
Payment Executive

Payment
5.1.9 LC
through Letter
payment
of Credit
Send payment request Update ticket and
Send Receive payment
Prepare documents to bank. Send payment document
Payment documents for confirmation from
remittance advice to with UTR number and
based on bank signing bank.
through RTGS vendor via email/ SMS close ticket
signatory matrix

1.3.4 Process
Payment Notification sent to
through DD Land
Payments requestor
Authorized
Signatory

Return signed
Review and sign
documents to payment
documents
team
 Taxation t

Page 25
 1.3.2 a Process Product 3 CAPEX and OMS Payment Requests
1.3.2 a Process Product 3 CAPEX and OMS Payment Requests
User Department

Payment request to include

Create payment 1. Company code
2. Vendor ID
request 3. Invoice Numbers

Make necessary
changes
Corporate Head of User
Finance Department

Payment request
No
approved?

Update cash Update source of funds

flow rolling in ticket and route to
Yes forecast Payment team
Payment Executive

Receive ticket in Review request against Update ticket with fund Clear vendor
payment cash flow rolling Funds No shortage details and line items
request forecast on shared available? route ticket to
workflow drive corporate finance

Yes Mode of
Payment?

Tax advise Apply correct tax

No
required? details

Yes A
Update ticket with
tax query and
route to Tax team
Authorized
eam Signatory

Identify and fill out critical

taxation data (TDS, WCT)
in system

Page 26
 1.3.2 b Process Product 3 CAPEX and OMS Payment Requests
1.3.2b Process Product 3 CAPEX and OMS Payment Requests
Finance Head of User User Department
Corporate Department
Payment Executive

Payment
A 5.1.9 LC
through Letter
payment
of Credit
Send payment
Prepare documents Send request to bank. Send
Payment Download statement
documents for remittance advice to from bank site &
based on bank Close ticket
through RTGS signing vendor via email/ upload on SAP (Daily)
signatory matrix
SMS and update
ticket
1.3.4 Process This step will update Notification sent to
Payment
Land UTR number in requestor
through DD
Payments payment documents
Authorized
Signatory

Return signed
Review and sign
documents to payment
documents
team
Taxation tea

Page 27
 1.3.3 a Process Normal Payments
1.3.3a ProcessNormalPayments
AP Supervisor

Provide
explanation for
open items;
suggest changes

Send intimation to
Payment Supervisor

AP to explain reason Receive updated

for open item. list of items.

Review
payment Clarification
proposal required?
Business Approvers

All payments need to be approved as per shareholder

agreement

Review and approve

payment proposal

Pre-requisite is that all bank

accounts are configured as
Housebanks in SAP

Check for blocks, Generate Download rolling Send Payment Generate payment
Payment Executive

Download FBL1N for Source of funds Update payment

Vendor Payment Due ensure all advances Payment cash flow forecast proposal for business run and transmit A
adjusted proposal from share-drive known? proposal approval remittance advice
over next two days

Exclude Product 3 CAPEX invoices

Receive updated
rolling forecast
No
Corporate Finance

Update source of
funds in cash flow
rolling forecast
 Authorized
Signatory

Page 28
 1.3.3 b Process Normal Payments
1.3.3 b ProcessNormalPayments
AP Supervisor
Business Approvers Payment Supervisor

This step will update

Payment Executive

Generate UTR number in

A payment documents
Payment File and
transmit to bank

Prepare documents Send Send payment Send notification to Download statement from bank site &
Payment through based on bank documents for requestor / PO upload on SAP (Daily activity)
RTGS request to bank.
signatory matrix signing creator

5.1.9 LC
payment
Authorized
Signatory

Corpora
Return signed
Review and sign documents to banking
documents team Page 29
 1.3.4 a Process Land Payments
CorporateHead of UserLand AcquisitionTeam

1.3.4 aProcess LandPayments

Advance payment request to include

1. Company code and profit center
Create Land 2. Vendor ID/Name
advance payment 3. Payment supporting documents (debit note for Stamp duty, crop
compensation, sale consideration)
request 4. Name and bank details of farmers

Make necessary
changes
Department

Land Payment
No
request approved?
Finance

Update cash Update source of funds

flow rolling in ticket and route to
Yes forecast Payment team

Receive request Review request against Update ticket with fund

in Land cash flow rolling Funds No shortage details and
payment forecast on shared available? route ticket to
Payment Executive

workflow drive corporate finance

Tax advise No Apply correct tax

Create advance payment (F- A
required? details Yes 48)

Yes
Update ticket with
tax query and
route to Tax team
Select correct special GL indicator
Authorized

CAPEX advance for land

Signatory
Taxation tea
Identify and fill out critical
taxation data in system Page 30
 1.3.4 b Process Land Payments
1.3.4b ProcessLandPayments
Land AcquisitionTeam

Create sales deed Raise Asset creation ticket with

Check at bank if DDs Collect DD from
and complete land scanned copy of sales deed with
have been created bank
registration WBS and Company code
Head of User
Department
Corporate
Finance

Notification
sent to
requestor
Payment Executive

Send payment
Payment through Prepare documents Send RTGS request to bank. Send Receive payment Update ticket and
A RTGS to land based on bank documents for remittance advice to confirmation from payment document
signatory matrix signing vendor via email/ bank with UTR number
aggregator SMS Close ticket
Payment Prepare DD documents Send DD Send payment
through DD to based on bank documents for request to bank and
farmers signatory matrix signing update ticket

Notification sent to
requestor
Authorized
Signatory

Review and sign Return signed Return signed DD

RTGS documents to Review and sign
documents to
documents payment team DD documents payment team
 Taxation team

Page 31
Detailed process maps for vendor query redressal

L2
1. Procure to Pay
L3 1.1 Receive 1.2 Invoice 1.3Payment 1.4Vendor 1.5 Master
& Record Processing Processing Query Data/
Invoice Period
Redressal Closing

L4
1.4.1 Query
Management

Page 32
 1.4.1a Query Management
1.4.1a Query Management

Yes Send query to a central email

id
No

External? Re-
Query Initiator

Provide
prioritization Yes
justification
required?
No
Request/query creation in
Case Mgmt. tool

Receive
Helpdesk

Request/query creation in
Admin

request over Review request

Case Mgmt. tool
Email

Route itto
Yes appropriate
cess Team Level 1 Support

queue

To be routed Assign Priority Auto- Priority

Review request to another process
No notificati change Update Priority B

Yes
(Medium, Low)
team? on of SLA accepted?
timelline
s
No
Page 33
 1.4.1b Query Management
1.4.1b Query Management

Resolved/

Resolved
Receive Email Require
Review request additional Close request
notification
Query Initiator

details

Require details

Provide required
information
Process Team Level 1 Support

Yes
Yes

Additional
No Research & Resolve request
B Review request details Resolved? No Escalate to Team Level 2 Update ticket with resolution
within agreed SLA timelines
required?
Process Team Level 2

Yes
Yes

Additional
No Research & Resolve request
Review request details Resolved? No Escalate to Team Level 3 Update ticket with resolution
within agreed SLA timelines
required?
Support

Yes
m Level
port
 Additional
details No Research & Resolve request Update ticket with resolution
Review request required? within agreed SLA timelines

Page 34
Detailed process maps for Master Data and Period end closing

L2
1. Procure to Pay
L3 1.1 Receive 1.2 Invoice 1.3Payment 1.4Vendor 1.5 Master Data/
& Record Processing Processing Query Period
Invoice Redressal Closing

L4 L4
1.5.1 AP Period end 1.5.3 Vendor
close Master Creation

L4 L4

1.5.2 Vendor 1.5.4 Vendor

MasterChange
Reconciliations

Page 35
 1.5.1 AP Period end close
1.5.1 AP period End Close
Regional and Central

Complete posting all Inform AP supervisor of

AP teams

vendor invoices for the posting of all T&E

period claims for the period
Account Payable Supervisor

Receive confirmation of
Inform Central and Create advances to Create R&M monthly
completed Vendor Invoices Post Amortization of
Regional teams of vendors/provisions comparative
and T&E posting for the prepaid expenses
Month-end timelines schedule schedule
period

Post misc. costs (e.g.

director’s mobile, Create creditors Create monthly
outsourced ageing report comparison of costs
manpower)
xecutive

Inform AP supervisor of
Complete posting all
posting of all T&E claims for
T&E claims
the period
Page 36
 1.5.2 Vendor Reconciliations
1.5.2 Vendor Reconciliations
Central Account Payable Executive User Department

Create vendor reconciliation

Identify Vendors for Follow-up with vendor to
ticket with list of vendors.
reconciliations confirm reconciliation

If no response from
Download vendor Send line-item details to
vendor in a fortnight
line-item details to Vendor copy user
request user department
with tax details department
for follow-up

Confirm successful
Research differences and make reconciliation and
changes or add explanations update ticket

Cli en Research Agree with

t differences send reconciliation
supporting ?
documentations
Vendor

No
Receive Vendor line
items details from
Yes

Page 37
 1.5.3 Vendor Master Creation
1.5.3 Vendor Master Creation
User/ Procurement

Raise Vendor Creation Vendor creation request to be created with

Request ticket with completed a) Populated vendor creation form and supporting documents
form and check for duplicity in b) FCPA approval, if vendor is not in exemption list
the system. c) Vendor planning group classification

Correct / update the

form & resend for
approval
Procurement
Approver

Vendor Creation
No
Approved?

Yes
Taxation Team

Yes Update ticket

Supporting Tax
TDS Applicable? No mentioning corrections
documents OK?
required
Master Data ManagementCell

Auto-check
database for Auto route to Yes
duplicity in all taxation team No
company codes

No
Auto check Auto-update Close ticket with
Does the vendor
if vendor exists for No Vendor Master updated request
exists? company code? in SAP status
Yes Yes Page 38
 1.5.4 Vendor Master Change
1.5.4 Vendor Master Change
User/ Procurement

Raise Vendor Master Data

Change Request ticket with
completed form
Correct / update the
form & resend for
approval
Procurement
Approver

Vendor Creation
No
Approved?

Yes If vendor does not exist,

update ticket that a Vendor
Master Data Management Cell

Master Creation ticket needs

to be created.

Auto check if
No
vendor exists?

Auto check if Auto update Close ticket with

Yes vendor exists for No Vendor Master updated request
company code? in SAP status
Yes Page 39
Thank you!

Page 40