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ERP Payments, Accounts Payable and Procurement Workflow User Manual

EUM02

Documents ERP steps for supplier creation, purchase requests, commitments, invoice processing, approval routing, payments and AP reporting.

What changes

Reduced AP workflow errors, clearer user responsibilities and improved compliance with procurement-to-payment controls.

What you get

ERP payments, accounts payable and procurement workflow user manual EUM004
Quick reference guides for invoice processing and payment runs EUM005
Procure-to-pay validation checklist EUM006

What has to come first

Configured ERP with AP and procurement modules live Required

Modules must be live (via PDA modules or an existing system)
EUM01ERP General Ledger and Chart of Accounts User Manual Recommended

GL and COA manual so AP coding aligns with the ledger
NAHNeeds Assessment Report - National Head Quarters or NABNeeds Assessment Report - Branch/District Recommended

Needs assessment identifies ERP-use gaps

Who is involved

From the National Society's side. This is what the engagement asks of your people.

Your own staff work alongside the adviser throughout, so this is a commitment of their time as well as the Centre's. Ask in the request and you are given the day estimate per role before anything is signed.

Role	What they do
HNS Finance Director	Owns AP and payment controls
HNS accounts-payable and procurement staff	The manual users
HNS approvers in the payment workflow	Route and authorise
HNS ERP or system administrator	Maintains suppliers and workflow setup
HNS internal audit function	Relies on procure-to-pay controls, where it exists
GFDC delivery team	Drafts and advises

How it is measured

Indicator	Target	Evidence
Procure-to-pay user manual approved and issued	Approved within 7 weeks of kick-off	Approval record; issued manual
Procedures validated against the live system	100% of documented procedures	Validation checklist signed off
AP and procurement users trained on the manual	100% of AP and procurement users and approvers	Training record
Invoice or payment rejection and rework rate after first cycle	Falls against the pre-manual baseline	ERP AP exception and rework report

Tools

2 of 3 ready to download. The rest are in development and listed so you know they are coming.

EUM004 ERP payments, accounts payable and procurement workflow user manual Template In development
EUM005 Quick reference guides for invoice processing and payment runs Template DOCX
EUM006 Procure-to-pay validation checklist Template DOCX

Standards

COSO Internal Control - Integrated Framework
COSO Enterprise Risk Management (ERM) Framework
HNS ERP vendor documentation and configuration

Describe the problem, not the service

You do not need to know which of the 124 to ask for.

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