Quiz – Pay invoices

With the help of Charlie’s Interview with Lisa you are going to model this process in 2c8.

Charlie has been hired as a consultant at a company to model all their internal processes. Charlie’s first assignment is to model the process “Pay invoices”. The only information Charlie has gotten regarding the process is that it starts with a supplier invoice and a registered delivery. He has also been informed that the process is considered complete when the supplier invoice is paid. It is now Charlie’s job to model this process. He has gotten in touch with Lisa who is a newly employed Financial assistant at the company to help him with the details regarding the process.

Charlie books a meeting with Lisa to interview her about the process.

Interview

Charlie: What are your assignments as a financial assistant?

Lisa: My work assignments involves scanning the supplier invoice and issue payments.

Charlie: Okay, so you scan the invoices and then make the payments?

Lisa: No, I send it to Maria when I have scanned it into our financial system. I can’t issue the payments in PayQue until I have gotten them approved by Hans.

Charlie: Is PayQue some sort of payment system? Who is Maria and who is Hans?

Lisa: Exactly! Maria work in the purchasing department, it is not just Maria I can send it to but I can send it to anyone that work in purchasing department and is authorized to review and issue the correct account number to the invoice. Hans is my boss, or he is the purchasing manager for the entire purchasing department. He is the one who need to approve the invoices before I can send them for payment.

Charlie: Okay! so after you have scanned and registered the incoming invoice and Maria or someone that is authorized have reviewed it, you send it to Hans?

Lisa: Yes, if there is not anyone at the purchasing department or Maria that notifies me about deviations in the invoice. Then I have to contact the supplier and correct the invoice and then send it back to Maria or to the one who noticed the deviations.

Charlie: What kind of deviations would that be?

Lisa: Usually it is something in the invoice that is falsely registered, for example wrong amount or number or so on. But Maria and the once at the purchasing department always find the errors when they are reviewing and assigning the accounts.

Charlie: I understand, but you said that you could not issue payments before Hans have approved the invoice?

Lisa: Yes that is right, Hans get the invoice with the correct account number by someone at the purchasing department, usually Maria, and then he approves it and sends it back to me so I can issue the payment. After that I do not do anything else because then the payment is approved and paid.

Charlie: Okay I think I have all the information I need. Thank you!

You are now going to model this process in 2c8 with the help of Charlie’s Interview with Lisa!