The AP Performance dashboard is presented in two views: an overview and a details view. Use the navigation button on the top of the dashboard to switch between these views.
Filters
- Data Source Time Filter- Determines the amount of the data that's loaded on to a dashboard. The shorter the time period the better performing the dashboard is.
- Select time dimension- Enables a user to filter the dashboard based on creation date or transferred data.
- Filter date- Enables a user to select the time period for analyzing the data.
- Organization Name- Enables filtering of the dashboard to see selected organization data.
- Supplier Name- Enables filtering of the dashboard to see selected supplier data.
- Document type- Enables filtering of the dashboard based on PO, SP or non-PO invoices.
- Invoice origin- Enables filtering of the dashboard for specific invoice origins.
- Invoice type- Enables filtering of the dashboard for specific invoice types.
Overview
1. AP Summary
This visualization provides an overview of the invoices handled by your AP team during the selected period. It displays four numbers:
- Touchlessly processed - fully processed invoices that have been posted for payment without any manual intervention.
- Non-touchlessly processed - fully processed invoices that have been posted for payment but required manual intervention at any phase of invoice processing.
- Removed - documents that have been deleted from the system, for example, duplicate invoices.
- Open - number of invoices that are still in processing.
You can filter the dashboard by date dimension and preferred dates to focus on specific periods.
- If the creation date is used as date dimension, the data on the dashboard includes all the invoices created during the selected dates.
- If the transfer date is used as date dimension, the data on the dashboard includes all the invoices transferred during the selected dates.
How it's calculated?
- Touchless & Non-Touchless Invoices
The number of invoices that go straight through without human intervention out of all invoices. An invoice is flagged as touchless, if all the tasks undertaken during the processing of the invoice are automatic.
- Removed invoices
The count of the removed invoices is the total number of invoices that have the status Canceled during the selected period.
If the selected date dimension is Transfer Date, removed invoices are included into the group Not available in date filter, because removed invoices do not have a transfer date. This means that if the Not available option is not selected from date filter, removed invoices are not visible on the dashboard.
- Open invoices
The count of open invoices is the total number of invoices that do not have a transferred date and do not have the status Canceled, out of all the invoices that were created on the selected months.
If the selected date dimension is Transfer Date, open invoices are included into the group Not available in date filter.
How to use this section:
Non-touchlessly processed and removed invoices consume AP resources, so increasing the touchless rate can help free up resources for more value-adding tasks and reduce invoice processing time. By comparing the number of open invoices to the fully processed ones, you can gauge the productivity of your AP team.
Removed invoices result in a wasted effort and are typically duplicates, missing data, or non-invoices. Use the Details view to identify suppliers or organizations with a high number of removed invoices and take measures to reduce them.
2. What portion of received invoices are processed?
This visualization compares the number of received invoices to the number of processed invoices. The bar chart represents the processed invoices, with different colors indicating transferred and removed invoices. The line chart represents the received invoices.
How to use this section:
The gap between the received and processed numbers reflects how well your AP team handles the workload. A smaller gap indicates efficient processing, while a larger gap suggests potential under-resourcing or process inefficiencies causing delays.
3. How many invoices remain open?
This chart shows the trend of open invoices, which are the ones that couldn't be fully processed by your AP team.
How it's calculated?
The number of open invoices during each period is calculated by reducing the number of processed invoices in a period from the number of invoices to be processed for the period. The number of invoices to be processed is the sum of the number of created invoices for the current period with the number of open invoices from the previous period. The number of processed invoices in the current period is the sum of transferred and removed invoices in the period.
How to use this section:
Open invoices contribute to the workload in the next period and indicate that your team is struggling to handle the incoming invoice volume.
4. Select processing phases
This visualization allows you to select the invoice processing phases to include in the calculation of invoice processing time. It presents the average processing time in days for each phase, enabling further analysis in other dashboards.
How it's calculated?
Processing time per invoice processing phase is calculated by adding the time taken by all manual tasks during each phase by professional users and business users. Automatic tasks are excluded from this visualization.
5. How long does it take to process invoices?
This visualization displays the average time it takes to process invoices. The first number represents the average time taken in days to complete invoice processing activities within the selected phases. The second number shows the average time spent in the phases that are not selected. Additionally, it provides the total number of tasks executed in the selected and non-selected processing phases.
How it's calculated?
See the section: Select processing phases
6. Which phase of invoice processing is the most time and resource consuming?
This chart presents the number of executed tasks and the average processing time in days for each phase of invoice processing within the selected time range. The stacked bar chart represents the trend of number of tasks per processing phase, with different colors indicating different phases. The length of each bar corresponds to the number of tasks. The tooltip provides the average processing time and the number of invoices that went through each phase.
How it's calculated?
Tasks are counted in for a period if they are created or open in that period. A task is considered open until it has a completed time, so that the same task may be counted in multiple periods if it has remained open over multiple periods.
7. Invoices processed per AP clerk
This chart is a time trend of an average number of invoices processed per AP clerk.
How it's calculated?
In this chart, only transferred invoices are counted. The total number of invoices that were transferred divided by total number of users who has done any AP action on any invoice during the reporting period.
8. How efficient is your invoice processing?
This visualization evaluates invoice processing efficiency based on the number of on-time transferred invoices compared to the number of invoices that are not transferred on-time.
How it's calculated?
An invoice is considered transferred on-time if the transfer date is earlier than due date.
How to use this section:
A high on-time transfer rate indicates an efficient AP process. A high number of invoices not transferred on-time can lead to penalties, and strained supplier relationships due to increased number of late payments. Use this chart to identify the invoice processing phase that acts as a bottleneck for not-on-time transfers and take corrective measures.
Details
1. AP summary
This visualization provides an overview of the invoices handled by your AP team during the selected period. It displays four numbers:
- Touchlessly processed: fully processed invoices that have been posted for payment without any manual intervention.
- Non-touchlessly processed: fully processed invoices that have been posted for payment but required manual intervention at any phase of invoice processing.
- Removed: documents that have been deleted from the system, for example, duplicate invoices.
- Open: number of invoices that are still in processing.
You can filter the dashboard by date dimension and preferred dates to focus on specific periods.
- If Creation date is used as date dimension, the data on the dashboard includes all the invoices created during the selected dates.
- If Transfer date is used as date dimension, the data on the dashboard includes all the invoices transferred during the selected dates.
How it's calculated?
- Touchless & Non-Touchless Invoices
The number of invoices that go straight through without human intervention out of all invoices. An invoice is flagged as touchless, if all the tasks undertaken during the processing of the invoice is automatic.
- Removed invoices
The count of the removed invoices are the total number of invoices that have the status Canceled during the selected period.
If the date dimension selected is Transfer Date, removed invoices are included into the group Not available in the date filter as removed invoices do not have a transfer date. This means that if the Not available option is not selected from the date filter, removed invoices are not visible on the dashboard.
- Open invoices
The count of open invoices are the total number of invoices that have do not have a transferred date and do not have status Canceled out of all the invoices that were created on the selected months.
If the date dimension selected is Transfer Date, open invoices are included into the group Not available in the date filter.
2. Select processing phases
Select the invoice processing phases you want to include in the task duration and action count charts. You can view the average processing time for each phase in terms of days.
How it's calculated?
The processing time per invoice processing phase is calculated by adding the time taken by all manual tasks during each phase by professional users and business users. Automatic tasks are excluded from this visualization.
3. Workload per day
This calendar view shows the number of invoices processed per day in your AP department. It serves as a heatmap, allowing you to see the busiest and least busy days for invoice processing. This view can be used to filter the rest of the visualizations on this dashboard.
How it's calculated?
All of the invoices that have had any action on a given day are counted in the workload for that day. All of the actions on a invoice is logged in action log. An invoice can have actions performed on it on multiple days.
4. How many invoices are processed by AP clerks?
Select either the Totals view or Details view to see the number of invoices processed by each AP user. In the Totals view, the length of the bar represents the number of invoices processed. In the Details view, you can see the trend of invoices and actions per user.
How it's calculated?
In this dashboard every P2P user who has at least one professional user right is considered an AP clerk.
Name of the user who has performed an action to process an invoice is obtained from action log. The total number of invoices processed by a user can be counted from action log.
How to use this section?
A productive AP team will have a high number of invoices processed per AP clerk. A high value for this metric may indicate that you have an efficient process that does not consume too much human resources for processing your invoices.
See the Details dashboard to find AP clerks who are processing significantly low number of invoices than the average value so that you can take measures to improve this value.
5. How does your supplier/organization/invoice origin perform?
Select a dimension from the drop-down menu to view detailed information. This table provides insights into the number of invoices, actions, average actions per AP user, number of AP users involved, processing time for selected activities, and processing time for other activities for the selected dimension.
How to use this section:
This visualization helps identify suppliers, organizations, or invoice origins that contribute to removed invoices, high processing time, or require a high number of actions. This information can guide improvements in data, invoice format, or processes with specific suppliers/organizations.
Note: Use the Show Actions button to show or hide the task group and action count table.
6. Task group and action count
This table shows the number of actions and execution frequency for each task in every task group. It helps identify frequently performed tasks and tasks that require a high number of actions.
How it's calculated?
The tasks performed for an invoice are obtained from process data. Tasks have a start and finish time. The actions performed on an invoice are logged to the action log.
How to use this section:
You can filter the table by user from section 4 to see the actions performed by a particular user.