Accounts Payable Payments Management Reporting

Copyright: SIPC

Module ID – PGSAPMI1020
File Title
2/9/2020
Agenda
 Introduction
 Navigate to the Report Tree
 KPI Report
 PI Reports
 Measure Reports
 Demonstration Exercise, Recap and Assessment
 Questions
 Summary

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Learning Objectives
After completing this module, you will be able to:
• Use the reports for PGS003 KPI.
• Use the reports to measure the efficiency of the Accounts Payable processes by:
– Key Performance Indicators.
– Performance Indicators.
– Indicative Root Cause Measures.
• Learn how often these reports need to be run.

Include a picture /
illustration

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Business Efficiency and Cost Indicators

KPI AP Cost
Effectiveness
Indicator
(PGS003)
Unit cost per Anticipated costs
processing category per category
PIs (PGS045) (PGS047)

Budgeted cost per Actual AP Costs Volume of AP

month (PGS043) per month transactions per
(PGS044) month (PGS046)

Indicative E – Non straight through OCR straight through No of vendor

Root (PGSR046,047,048, (PGSR046,047,048, reconciliations
069,476) 049,069,476) (PGSR056)
Cause
Measures Volume of ERS, E – Invoice straight OCR non straight No of queries
consignment & invoice through through (PGSR056)
plan transactions in (PGSR046,047,048, (PGSR046,047,048,
month. (PGSR046) 069,476) 049,069,476)

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Business Efficiency and Cost Indicators – Definitions

PGS003 AP Cost Effectiveness Indicator

• Description:
– Measurement of the cost per AP transaction. Budgeted cost against actual and budgeted
cost against anticipated costs.

• Objective:
– To measure the variance of costs as an indicator of the efficiency of the accounts payable
process.

• Measurement:
– If Actual Costs are smaller or equal to Budgeted Costs it will indicate process efficiency.

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Access BW Reports from Universal Work list

• Click on “BW reports” in the “Detailed Navigation” in your UWL

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Access BW Reports from the menu
• The reports are broken down by
Process area.
• Manage Invoice Processing is listed
under the tab “PGS Reports”
• On selection of the PGS reports tab the
menu path is expanded to reveal
individual reports.

• As reports are linked to profiles, the

range of reports displayed may differ
slightly to the ones listed here.
• Select and click on the report that
you wish to run.

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KPI Report PGS003

PGS003 – KPI PGS AP Cost Effectiveness Indicator

• This KPI measures the cost effectiveness of an AP Department per invoice

processing area.
• It is calculated from the PI report results.

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KPI Report PGS003

PGS003 – KPI PGS AP Cost Effectiveness Indicator

The following is an example:

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KPI Report PGS003

PGS003 – KPI PGS AP Cost Effectiveness Indicator

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KPI Report PGS003

PGS003 – KPI PGS AP Cost Effectiveness Indicator

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KPI Report PGS003

PGS003 – KPI PGS AP Cost Effectiveness Indicator

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Performance Indicator Reports – KPI PGS003

PGS043-47 - PI - AP Costs and Invoice Volumes

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Performance Indicator Reports – KPI PGS003

PGS043-47 - PI - AP Costs and Invoice Volumes

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Measure Reports

PGSR056 – No of Vendor Queries and No of Vendor Reconciliations

It will be used to list
1. No of Vendor Enquiries that was addressed and
2. No of vendor reconciliations made in a given period by
– Company Code,
– Line of Business (CP Spend Group)
– Invoice Processing Route,
– Invoice Document type and document status (parked or posted).

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Measure Reports

PGSR056 – No of Vendor Queries and No of Vendor Reconciliations

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Measure Reports

PGSR056 – No of Vendor Queries and No of Vendor Reconciliations

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Demonstration and Exercise

PGS003_AP KPI Cluster Reports

Your instructor will now show you how to run these reports in a GSAP system.

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Quiz

What are the main contributors to process costs?

What else can be done to improve this KPI?

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Summary

In this module, you learnt how to:

• Use the reports for PGS003 KPI.
• Use the reports to measure the efficiency of the Accounts Payable processes by:
– Key Performance Indicators.
– Performance Indicators.
– Indicative Root Cause Measures.
• Learn how often these reports need to be run.

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 Accounts Payable Payments Management Reporting
Copyright: SIPC

Module ID – PGSAPMI1020
File Title
2/9/2020
BPS Tool

This tool is used to feed reporting data into BW where data is not available in GSAP R/3.
Data needed for the following reports will be fed to BW via this tool:
– PI reports PGS043, PGS044, PGS045, PGS045 and PGS047
– Root cause report PGSR056.

This tool is accessed via transaction code “UPSPL – Execute”

The following screens will show
– How to get to this transaction via user portal
– User needs to be authorised to use this transaction code
– How to populate the data for the pre-created BPS Forms.

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Accessing Planning Folders

This is accessed via the BW link on the User Portal :

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Accessing Planning Folders (Cont’)

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Entering Data to Unit Cost Per Processing Form

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Entering Data to Anticipated Volume Per Month

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Entering Data to Accounts Payable Costs Per Month

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Entering Data to No Of Vendor Queries &
Reconciliations

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