Receivables Management Workspace

The Receivables Workspace, which is a one stop shop, summarizes all the receivables operations of an organization, eliminating unwanted, cumbersome navigation processes.

• Select the Receivables Management  Workspace. See Figure 1.

Figure 1 Receivables Management

Traversal Pattern

Figure 2 Traversal Pattern

Section Detail Tab

The pending work for an AR officer / Supervisor is organized into different Action tabs, Liability, Collection and Adjustment based on the activity to be performed. They are further grouped based on their Document Types / Category.

    Figure 3 Liability Tab

    Figure 4 Collection Tab

    Figure 5 Adjustment Tab

The documents are further grouped into buckets like Pending Authorization, Held, Pending Creation, Overdue, Due Within a week and so on based on their status and due dates.

    Figure 6 Order Based Regular                                          Figure 7 Outstanding

4   Liability Tab - This tab contains Invoices and Notes that are Pending Authorization, Held and Orders for which Invoices can be created, that are of the type Order Based Regular, Order Based Prepay, Packslip, Direct, Debit Note and Credit Note,

4   Collection - This tab contains Invoices that are Outstanding for Collection, Receipts that are Pending Authorization and Pay in slips that are awaiting Deposits.

4   Adjustment - This tab contains Adjustment Vouchers that are Pending Authorization and Documents that are in Authorized status and ready for adjustment that are of the type Invoice Prepayment, Invoice Regular, Receipts, Credit Notes, and Debit Notes.

Document View

On click of the respective buckets (for example. ‘Pending Authorization’ under the Liability Tab “Order Based Regular), the corresponding documents will be displayed in the adjacent multiline. See Figure 8.

 Figure 8 Multiline

The invoices will be displayed as above on click of Pending Authorization. On click of the Invoice # link, in the above multiline (See Figure 8), the preview of the document along with the link to the Next Action will be displayed in the section below for review, analysis and action of the AR Officer (See Figure 9).

Preview Document

   Figure 9 Preview Document

Efficiency Metrics

The Workspace also presents key Metrics on Average collection period which aids in contributing towards a better working capital management of the organization. It also provides a chart showing document processing Information – which gives statistics about No. of Invoices and No of Receipts in last three financial periods. The information regarding the Sales Vs Debtors - the sum of Sales and Debtors in last three financial periods.

   Figure 10 Efficiency Metrics Graph

Figure 11 Efficiency Metrics Graph

Links for quick access and next action

Some links for quick access to certain screens and to take the Invoices to the next stage is positioned in the section mentioned below:

    Figure 12 Action Links and Report Links tabs

Figure 13 Next Action Links

Use Cases                      

Use Case 1:

AR-WS-01: Creation of Invoice for which the Customer Order is in ‘Processed’ Status from the Workspace.

4   Launch of Receivables Management Workspace defaults with Liability Tab -> Order Based Regular

Figure 14 Liability Tab

4   On click of ‘Pending Creation’, all Customer Orders  in ‘Processed’ Status are displayed

Figure 15 Pending creation

4   Click on the Customer Order Number to view the Preview of the document.

4   It also displays the links for the next possible Actions for the document.

    Figure 16 Pending creation multiline

4   Click of Create Invoice Link, leads to Generate Customer Service Invoice Interface, where the Invoice can be generated.

Figure 17 Manage Invoice

Use Case 2

AR-WS-03: Authorization of Customer Service Invoice from the Workspace.

4   Launch of Receivables Management Workspace defaults with Liability Tab -> Order Based Regular.

Figure 18 Pending authorization

4   On click of ‘Pending Authorization’, all Customer Service Invoices in ‘Fresh’, ‘Draft’, and ‘Returned’ Status are displayed

    Figure 19 Pending authorization in multiline

4   Click on the Customer Service Invoice Number displays a Preview of the Document.

4   It also displays the Links for the next possible Actions for the Document.

   Figure 20 Preview documents

4   Click of Authorize Invoice Link, takes to Manage Invoice Interface, where the Invoice can be Authorized

   Figure 21 Maintain Invoice

Use Case 3

    AR-WS-11: Recording of Receipt from Customer from the Workspace

4   Receivables Management Workspace

   Figure 22 Collection Tab

4   Click on Collection displays the Tabs – All, Outstanding, Receipts and Deposits.

4   It displays the details of the tab Outstanding by default.

    Figure 23 Outstanding section

4   Click on Overdue displays all the Invoices that are overdue for collection

     Figure 24 Overdue multiline

4   Click on the Customer Service Invoice Number displays a Preview of the Document.

4   It also displays the Links for the next possible Actions for the Document

   Figure 25 Preview documents

4   Click on the Link Record Receipt launches the Create Receipt Interface.

    Figure 26 Create Receipt

Note: If the user traverses back to portal screen from the main screen ability to refresh, the document is not available.

It is required to map the customers to the Role for usage of Receivables Management WorkSpace. Ramco will assist in providing the mapping / definition to start using the WorkSpace.