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Process Design Document: AP Invoice Processing

Northwind Trading Co. · Ledgerly ERP, SupplierHub, MailDesk · from discovery_0804.mp4 · 01:47:12

Process Design Document

AP Invoice Processing

2. As-is process map

3. Step-by-step

5. Open questions

31 pages

Page 12 of 31 · 3. Step-by-step description

3.3 – 3.7 · Invoice entry and validation

3.3

The operator opens the vendor invoice from the shared AP mailbox in MailDesk and saves the PDF attachment locally.

OBSERVED · 00:12:58

3.4

Invoice header fields (vendor ID, invoice number, date, gross amount) are keyed manually into Ledgerly ERP.

OBSERVED · 00:14:32

3.5

When the vendor is flagged in SupplierHub, the validation step is skipped and the invoice goes straight to the approval queue.

NARRATED · 00:15:07

3.6

Invoices above approximately $10,000 appear to require a second approval; the threshold was not confirmed during the call.

INFERRED · 00:15:41 · see OQ-014

3.7

The approved invoice is posted in Ledgerly ERP and the posting reference is pasted back into the MailDesk thread.

OBSERVED · 00:17:23

From this document47 open questions

OQ-012 · BLOCKS AUTOMATION · §4

What happens when the flagged-vendor queue exceeds SLA: manual escalation or automatic release?

OQ-014 · BLOCKS AUTOMATION · §3

Confirm the second-approval threshold. The call suggests ~$10,000 but no rule was shown.

OQ-019 · BLOCKS ESTIMATION · §1

Monthly invoice volume per entity: the operator estimated "a few hundred" without a source.

44 more in the open questions file, ranked by blocking risk.