FW: Accounts Payable KFS routing solutions

[Gurton, Janet L - (gurtonj)]

Hello,

 

I’m curious if our KFS Partners have developed any advanced routing solutions for Disbursement Vouchers specifically to your Accounts Payable office for processing and does your AP staff work from an ‘action list’ or an outside application.  UA currently utilizes an application to perform DV workflow due to the sheer volume, that allows coding within the system to assign work based on initial triage of documents, (IE: Rush, Net 10, due upon receipt) as well as Payment Reason Code (IE: Travel Expenses, Royalty, vendor, Foreign Payments) to ensure work assignments flow to the correct experienced individual.  We are curious what other KFS schools are doing to route documents to Accounts Payable.  UA is investigating options of work groups per college and DVs would be routed by Organizational routing to specific AP Specialists and assignments by action list.  Has anyone tried this successfully and what solutions were identified for staffing shortages (IE: Vacation, Sick) or turnover.  

 

If your AP department utilizes a reporting tool or a 3^rd party application are you able to share samples or ideas?

 

Thank you,

 

Tammy Strom |Assistant Director, Operations
Financial Services Office

University of Arizona

888 N. Euclid, room 402
Tucson, AZ  85721

tam...@email.arizona.edu | Phone (520) 626-5276 | Fax (520) 626-1243

 

 

 

 

Janet L Gurton | Business Analyst Principal
UAccess System Support | Financial Management

Financial Services Office

The University of Arizona

ph: (520) 621-7717

 

 

 

[Tammy-Lu Vandevender]

Janet,

UH does not use the KFS action list or a 3rd party application to manage the AP staff work.  We have 2 groups of pre-audit clerks.  One group reviews all of the DVs and another group enters the PREQs.  For the DV group, the work assignments are split by Fiscal Office Code (FO Code).  We have the users prefix their document description with the FO Code to make it easier for the clerks to select the right documents.  Every day the supervisor takes a screenshot of the action list and uses that to manage the workload.  We work mainly on a first in, first out method.  While this isn't the most automated way, it seems to be working and allows for coverage when people are out of the office.  For the PREQ group, we do not have work assignments by FO code and just process the invoices on a first in, first out basis.

thanks,

tammy

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Tammy Vandevender | Director | University of Hawaii System  |  Financial Management Office - Fiscal Services Office
1406 Lower Campus Road, Room 43 | Honolulu, HI  96822
phone: 808-956-0383 |  ta...@hawaii.edu

[Chenise A. Patterson]

Hi Janet,

UMD does not use the Action List because of the volume of transactions and we do not use a 3rd party application.  We use the routing in KFS.

The campus users must submit the DV cover sheet and the documentation to Accounts Payable.  Once the documentation is received it is sorted and given to two AP processors.  By the time the documentation is received by AP all the required approvals are done.  We have had a few instances where the documentation is submitted to AP but the document is still Enroute to the fiscal officer and those documents are not able to be processed.

Here is a copy of our workflow configuration for DVs.  We have multiple campuses as well as delegated AP units that use KFS.

Payment Requests are initiated by AP and 'blanket approved' if the PO is a 2-way match (PO and Invoice).  If the PO is a 3-way match AP uses the 'submit' button and the PREQ routes to the fiscal officer for approval as receiving is not widely used.

Thanks,

Chenise

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Chenise Patterson, Associate Comptroller

University of Maryland, College Park

Tel: 301-405-2634