Accounts Payable Reports and Monitors
ASPEN 360 Accounts Payable Edition provides you with numerous reports and monitors to analyze the productivity of your AP department, review the invoice workflow status, find important information about users, and more.
Reports
The reports available in ASPEN 360 include:
Administration Reports
Approval Hierarchy The organizations delegation of authority approval levels is presented in a hierarchical structure for easy audit reviewing.
Profile Hierarchy - The feature and functionality access for a specific user or groups of users is displayed to assist in administration of user, groups and role security.
Org Chart - A graphical representation of your configured organizational chart is provided.
Out of Office - Current users who are Out-of-Office are shown. Access is also allowed to set up new Out-of-Office criteria.
Approval Exceptions - Any users who have been granted either temporary or permanent approval exceptions to the delegation of approval authorities which differ from the company standard approval authorization are displayed.
Accounts Payable Reports
Declined Items - Invoices declined by users for a specified date range are listed.
Duplicate Invoices - Invoices indentified as duplicates are displayed for a specified date range.
User Metrics Report User processing metrics depicting a historical summary of invoices and time to process are presented.
Sample User Metrics Report
Accrual Report - All invoices that have not been exported to a clients ERP system over the date range selected are shown.
Invoice History Report - The audit history of the invoice as it moves throughout the approval process is maintained in the audit history report for each invoice. Relevant invoice detail information as well as approval status information is tracked for each invoice. This report helps satisfy the needs of internal users, auditors and external vendors.
Sample Audit History Report
Aging Report - The aging of outstanding invoices in several ranges is displayed.Monitors
The monitors available in ASPEN 360 include:
Supervisor Inbox - Approved users have the ability to view the invoice workflow status by Invoice in Work, Invoices Assigned, Invoices Unassigned, and Invoices Pended.
Status Chart A graphical representation of invoice workflow activities is presented.
Sample Status Chart
Watchdog - This feature monitors invoices that have not been worked by a user over a period of time. Email warning notifications are sent to a user when an invoice has remained in their Inbox without being worked on for a predefined number of days. If the invoice is still not worked within the predefined number of days, a second email notification is escalated to the users supervisor.
Email Notifications Users can receive Initial Document Arrival email notifications identifying that a new invoice had arrived in their work queue. They can also receive Routing Email notifications identifying that a new invoice had been routed.
Out of Office Notification - A user can automatically forward invoices to anyone within their organizational group or parent group for a designated period of time while they are out of the office.
Duplicate Invoice Indicator - Anytime an invoice is identified to be a potential duplicate, ASPEN 360 displays a red DUPLICATE INVOICE indicator, informing the approver that a duplicate invoice was found. Approvers can click on the notification and the duplicate invoice data will be displayed for the approver to review.
RE-View - The Restricted External Viewing (RE-View) feature allows you to give read only access to specific invoices to auditors, consultants and other entities over a web-enabled service portal.
Invoice Amount Changed Monitor - A warning message is displayed if the invoice amount is changed from the original value by a user.
Allocated / Remaining Amounts Monitors A running balance of invoice allocation lines is maintained and matched receipt line items are provided.
