AP ImageNow Process Change – Business Unit Field

To: Management Council Members and Business Managers

From: Shared Services Center

Area: Accounts Payable

Reason: AP ImageNow Process Change

Date: March 28, 2019

Re: Business Unit Field

In September 2018, a process improvement initiative began in the Accounts Payable (AP) Department of the Shared Services Center. The intake process was studied as part of this initiative and, as a result, several changes were implemented to improve efficiency and accuracy. One of those changes was to add a custom property called AP Business Unit. Previously, when AP received invoices that could not be linked to a PO, the person working the Intake process would manually key the business unit code into the Business Unit field. The study determined that business units had frequently been keyed incorrectly, causing a routing failure. To eliminate this issue, a custom property named AP Business Unit was created. This required the person performing the intake process to choose the business unit from a drop down menu—eliminating the possibility of keying the code incorrectly. This change resulted in improved accuracy, elimination of downtime caused by lost or incorrectly routed documents, and increased accuracy of reporting metrics. The ImageNow team has finalized an update to the database which will allow colleges to search any custom property that has their business unit code in either the Business Unit field or the AP Business Unit field. That change is ready in INTEST and will be moved to the production database with other updates as soon as the ImageNow team is able. If you have any questions regarding this change, please contact the SSC Help Center 877-340-5577 or help.

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