WORKFLOW “TAKING BACK CONTROL” Windy McCay – American Airlines / Barbara Hill – American Eagle

Identify Invoice Population Stratify into groups such as: – PO or non-PO/Contract – Department/Location – Invoice type such as fuel, tax, freight, etc. Identify audit requirements, for example: – Information needed – Levels of approval required – Audit trail

Identify Approvers Separate approvers into groups such as: – Department – Location – Level – Position Identify approval limits – Standing level – Delegated

Identify Unique Values Identify what unique values can be used to determine work flow such as – Approver – Location American Airlines/American Eagle uses the approver’s employee number as the fundamental tool for routing – The employee number is entered in the Requestor field

Automating Workflow Should your invoice workflow be based on your company’s hierarchy? Are your approver limits based on the approver’s position or level? If so, you may benefit from an interface with your HR system for automated updates to user profiles.

Approver Workflow – User Profile To set up workflow by approver, an employee profile is required

Approver Workflow – Next in Line Each employee must have a designated “Next-in-Line” approver

Approver Workflow – Approval Stops Define routing rules for approver

Routing to a Different Approver To route to a different approver, the Requestor field needs to be updated with the new employee number

When Does Invoice Workflow End? The invoice has completed all defined routing rules The invoice is approved by the Final approver In this example, the invoice workflow ended when the last approver (Barbara Hill) completed their approval.

Exception/Special Case Workflow Administrator – Invoices are routed to the admin queue per defined routing rules Inactive approver Incomplete or incorrect coding Various routing issues Tax Validation – Based on ship to/from address on invoice – Special routing conditions for freight

Exception/Special Case Workflow Cont. Supported by Contract – By checking the Supported by Contract block, the invoice routing is based on approval rules defined for contracts

Customize Approval Stops Job Sharing – Used when one approval of a group of approvers is sufficient for all

Approval Stop Conditions The approval stop conditions can be configured on numerous fields

Questions & Answers