2 AP Reviewer Dashboard

The dashboard surfaces information in a manner that will help an Accounts Payable (AP) reviewer, such as an AP specialist or finance manager, understand their invoice matching workload, view supplier performance, manage employee workload and provide quick visibility into cost, quantity and tax discrepancies. The dashboard allows the AP reviewer to contextually launch into the Summary Match, Detail Match and Discrepancy Review List to take quick action on the insights presented.

Invoice Matching Dashboard Reports:

Upcoming Invoices
Automatch Rate
Supplier Site Performance
Employee Workload
Invoices

Figure 2-1 AP Reviewer Dashboard

Invoices Report

The main purpose of the Invoices report is to allow the Accounts Payable team to manage their workload. The report has tiles that classify invoices needing attention in the following categories: All Past Due, Today, Tomorrow, Two Days Out, and Three Days Out. Clicking one of these tiles will refresh the table below to show the invoices that meet the tile's criteria. The list of invoices can be sorted and filtered to allow you to resolve and match the highest priority invoices first.

The report will be initially sorted based on a pre-determined set of criteria that is listed below but you can use the sort and filter capability to change the way the invoices are sorted.

The columns that are displayed to you and available for viewing are as follows and are further detailed in the Metrics section of this document.

Priority (detailed below)
Invoice
Order
Supplier Site Name
Location
Due Date
Items
Total Cost
Cash Discount
Cost
Qty
Tax
Employee (optional)
Location Type (optional)
Invoice Date (optional)
Total Cost Invoice Currency (optional)

In-context Launch

On the Invoices report there are 3 opportunities for you to contextual launch directly into the Invoice Matching workflows for discrepancy resolution or invoice matching.

Tax Discrepancy: When you click the tax icon (T) on the Invoices Report, the AP reviewer will be launched into the Tax Discrepancy Review List workflow.

Note:
If Merchandising has been configured to use US Sales Tax as the default tax type, then the Tax column will not be displayed in this report.

When the AP reviewer launches to the Tax Review list, they will see all invoices associated with their ID that have tax discrepancies.
Cost or Qty Discrepancy: When you click either the Cost (C) or Qty (Q) discrepancy icon on the Invoices Report, the AP reviewer will be launched into the Discrepancy Review List workflow. From here, they will be able to resolve discrepancies for items on the invoice. If discrepancies are resolved for all items on an invoice, the invoice goes to a matched status.
Summary Match Window: When an AP reviewer clicks on the invoice number in the Invoices report, they will be launched into the Summary Match workflow. In Summary Match, the AP reviewer will be able to match invoices.

Priority

By using the priority invoice sorting, invoices having the highest priority are brought to the users' attention first thus helping them prioritize their work for the day and pick the most important invoices first for manual matching and for discrepancy resolution. The following metrics are considered for deriving the priority of the invoice for each grouping of invoices (All Past Due, Today, Tomorrow, Two Days Out, and Three Days Out):

Cash Discount= Y
Total Cost amount (Descending order)
Cost Discrepancy= Y
Unit Discrepancy= Y

Figure 2-2 Invoices Report

Supplier Site Performance Report

The Supplier site report lists each individual supplier that the finance manager is responsible for. This is only available on the Finance Manager dashboard. This report serves as a quick glance to see how the supplier site is performing and for the past 12 weeks.

Supplier site
Supplier site ID
Scorecard* (See below for more details)
# Automatch
Auto Match Rate
# w cost discrepancy
# w unit discrepancy
# early ship invoices
# late ship invoices
# invoices
Total amount

You are able to sort and filter based off of Supplier site ID.

The Finance Manager will see a list of the supplier sites assigned to the employees that roll up to that manager. For information about assigning an employee to a Finance Manager, see the Oracle® Retail Merchandising Administration Guide.

*Scorecard: The supplier site rating is based on certain parameters such as discrepancy occurrence rate, exact matches vs. matches within tolerance and shipping performance.

Weight assigned to each of the criteria is stored in a configuration table.

Search By: You will be able to search by the levels below in order to do a quick look up of supplier site performance:

Dept
Supplier Site

Then you must enter in the ID of the corresponding level you want to search. When you click the Apply box, any supplier site that has items in the level that was searched is returned for review of performance.

Figure 2-3 Supplier Site Performance Report

Employee Workload Report

A Finance Manager has the option to toggle between the supplier site performance report and the employee workload report. The employee workload report provides a way for the finance manager to track their employee's performance.

The Finance Manager will see a list of employees that report to them and data for 5 date ranges associated with manual matching of invoices.

Today (Remaining vs Completed)
Tomorrow
2 days out
3 days out
Past due

For the Today (Remaining vs Completed) column, there is a horizontal bar graph that shows the Completed vs. Remaining workload for each employee.

Completed Invoices: The blue horizontal bar represents the number invoices that have already been completed by manual matching.
Remaining Invoices: The green horizontal bar represents the remaining workload that the employee needs to match.

For the remaining time frames, the data is represented as a number that is the remaining invoices that each employee is responsible for.

Figure 2-4 Employee Workload Report

Automatch Rate Report

The Automatch Rate report will allow you to quickly see the total percent of invoices in matched status that were matched by the automatch batch in comparison with the total number of invoices that were manually matched by the AP specialist. This metric is shown by using a gauge report.

The number shown and represented by the black bar is the percent that is automatched.

The remaining percentage represented by the light gray bar is the percent that was manually matched.

The report can be viewed 2 different ways.

Yesterday
Last 3 months

Figure 2-5 Automatch Rate

Upcoming Invoices Report

The Upcoming Invoices Report provides visibility into the upcoming workload for either the Accounts Payable AP specialist or a group of employees for the finance manager.

The report shows the number of completed and remaining invoices with the invoice due date equal to:

Today
Tomorrow
2 days out
3 days out

The report also shows the number of remaining invoices with the invoice due date in the past:

Past Due

Figure 2-6 Upcoming Invoices