Summary: Invoice Process Discovery dashboard provide end to end visibility on your invoice process. In this dashboard you can see the flow of your invoices and analyze each configuration, document type, or invoice type separately. The purpose of this dashboard is to provide in-depth visibility on touches done in the process – where what and who causes them so that you can take measures to reduce or eliminate them.
Filters
- Data Source Time Filter - Determines the amount data that's loaded on to a dashboard. The shorter the time period the better performing the dashboard is.
- Time frame - Enables a user to select the time period for analyzing the data.
- Organization Name - Enables filtering of the dashboard for selected organizations
- Supplier Name - Enables filtering of the dashboard for specific suppliers
- Invoice type - Enables filtering of the dashboard to display data of invoices only, credit invoices only or include both
- Credit invoice - Gives the possibility to include or exclude credit invoice from the dashboard
- Invoice origin - Enables filtering of the dashboard for specific invoice origins
- User type - Enables filtering of the dashboard for professional or personal users
- User - Enables filtering of the dashboard for specific users
- Default process - Gives the possibility to include either only default processes or only non-default processes or all processes to be displayed
- Process name - Enables filtering of the dashboard for specific processes
- Process status - Gives the possibility to include either only completed processes or only cancelled processes or all processes to be displayed
- Source activity - Enables filtering of the dashboard with selected process activities as starting activity. List of activities in Target activities is filtered according to the selection in Source activity
- Target activity- Enables filtering of the dashboard with selected process activities as final activity
- Include comments - Gives the possibility to include or exclude comments from user actions
- Manual action group - User can enter the number of groups for actions counts in the Invoices by actions count chart
1. Process Key Metrics
This section provides an overview of the key metrics that influence your invoice process.
1.1. Touchless
Shows the proportion of touchless and non-touchless invoices for the total volume of invoices. Touchless invoices are the invoices that go straight through without human intervention.
How it's calculated?
Please refer to Touchless Invoice Processing dashboard documentation.
1.1.1. Touchless trend:
Monthly breakdown of touchless rate.
How it's calculated?
Touchless invoice rate is calculated per month. Please refer to Touchless Invoice Processing dashboard documentation for touchless rate calculation.
1.2. PO Coverage
Shows the proportion of invoices associated with POs/SPs and non-PO invoices for the total volume of invoices.
How it's calculated?
Invoices that has at least one coding row generated during PO/SP matching are PO/SP invoices. The rest are non-PO invoices.
1.3. E-invoice
Shows the Proportion of e-invoice and non-e-invoices for the total volume of invoices
How it's calculated?
Please refer to Touchless Invoice Processing dashboard documentation.
1.4. On-time payment
Shows the distribution of invoices that are paid on-time and not paid on-time.
How it's calculated?
Please refer to Touchless Invoice Processing dashboard documentation.
You can hover over the graph to see the number of invoices as well as the percentage of invoices for each section of the bar graph.
How to Use this section:
Selecting a section of the bar graphs updates the entire dashboard to reflect the selection made e.g. When you select e.g., Touchless rate (false), the entire dashboard will show you data regarding invoices that are not touchless.
A user can make multiple selections e.g., select Touchless rate (false), meaning not touchless invoices, then select PO, then select E-invoice (true) - In this case, the dashboard will show data on Electronic PO invoices that have had manual intervention.
2. Actions
This section provides a view into how manual actions are distributed across invoices as well as the trend of manual actions.
2.1. Invoices by action count
This section shows the volume of invoices (y-axis) grouped by the number of times they have been touched (x-axis).
How it's calculated?
Every action done during each invoice processing activity are flagged either as automatic or as manual in action log. Number of manual actions undertaken for each invoice is summed and Invoices are grouped according to number of manual actions.
2.2. Manual actions trend
This section shows the average number of actions per invoice by month.
You can hover over the graph to see the total number of actions as well as the avg. Number of actions.
How it's calculated?
Number of actions per invoice per month is calculated by dividing total number of manual actions for all the invoices processed per month by number of invoices processed in the month.
How to use this section:
Invoices by action count aims to provide one of many dimensions by which you can focus on your low hanging fruits to reduce the number of manual interventions on your invoices.
By selecting 1 touch invoices for instance, the dashboard shows you which suppliers’ invoices have been touched once, most frequent action(s) on these invoices and the users who have touched these invoices.
Manual actions trend helps to identify whether taken actions have reduced the manual actions taken on invoices.
3. Understand your invoice journey
- This map represents how your invoices get processed, from when you receive them until they are transferred for payment.
- Circles represent the activities that the invoices went through. The bigger the circle, the longer invoices spend in that activity, on average. The colors represent the type of invoice. Hover over each colored wedge to see which type of invoice it represents. Click any colored wedge to filter the data tables below the map.
- Each circle is a pie chart that has document type as the categories in it.
- Lines represent the path that invoices took from one activity to the next. The wider the line, the more invoices took that path.
- By default, the dashboard is loaded with only the default process visualized in the map. This can be changed using a filter by the name 'Default Process' in the filter panel. Also all the processes created in the system can be in seen and selected for to be displayed in the map using the filter by the name 'Process name' in the filter panel.
How it's calculated ?
- Start time and ending time of all process activities are logged in process data. Time taken for an activity for an invoice is calculated from this data.
- Size of the bubble represents average time taken by all the invoices for the activity that represents the activity.
- Width of the line is calculated based on the number of invoices that has gone through both source activity and target activity. An activity that is the initial in a two activity sequence is the source activity and the last activity in target activity.
How to use this section:
Selections made on the KPIs will filter the process map. E.g., if Touchless = False is selected, the process flow for non-touchless invoices can be seen. Similarly select a document type e.,g, PO invoices from PO coverage KPI bar. Process map will filter accordingly.
Any selection on the map will filter the entire dashboard. Widest circles in the map shows the activities where invoices spent most time on. By selecting such an activity in the map, all the manual actions during that activity can be seen from manual action list.
Similarly Corresponding supplier can be seen from the supplier list which gets filtered by the selection in the map.
4. Analyze your process by supplier
This section provides a view to your suppliers that allows you to analyze each supplier and sort the entire list by
- Total number of actions
- Total number of invoices
- Aggregate net sum of invoices
- Average actions per invoice
How it's calculated?
Supplier name is obtained from invoice data. All the invoices where supplier name matches a given supplier is summed to get the total number of invoices per supplier. Total value of invoices is the sum of values in all the invoices for supplier. Total number of actions and actions per invoice are calculated from all the actions for all the invoices of the supplier.
How to use this section:
This section can be used to start your analysis based on any of the above mentioned measures. For instance, you can sort out the list to see the supplier with the highest number of invoices. Selecting this supplier will update the entire dashboard. This allows you to see touchless rate, PO coverage rate, e-invoice rate and on-time payment. The other sheets on the dashboards are updated accordingly to allow you to see the typical invoice flow for the selected supplier’s invoices
This section enables you to identify the suppliers who frequently send invoices that need a lot of manual work. Focusing on improving the data, invoice format, or process with these suppliers could greatly improve your invoice KPIs. By looking at suppliers with the most total invoices, you can make sure that you're getting the most impact from your improvement efforts.
Click any supplier to show only data related to that supplier in all lists and visualizations.
5. Analyze your process by action
- This list shows all manual actions that have been performed on invoices in the selected time frame. The first columns lists all activities included in your process, and the second column lists all manual actions that are executed during that activity.
- Beside each action name, you can see the average frequency of this action per invoice, the total number of times the action has been performed, and the total number of invoices for which the action has been performed.
How it's calculated?
Actions are allocated to their respective activities based on the time when the action was executed. Allocation considers the start time and completion time of the activity in question. All the manual actions for all the invoices processed during the reporting period are considered for the calculations
How to use this section:
Use this list to identify the most common manual actions. Then you can take steps to automate them and improve your touchless invoice KPI.
Click any action to show only data related to that action in all lists and visualizations.
6. Analyze your process by user:
This list shows all users who have performed actions on invoices in the selected time frame. Next to each user's name, you can see the total number of actions they have performed, the number of invoices they have worked on, and the average actions per invoice.
How it's calculated?
Name of the user who has performed an action to process an invoice is obtained from action log. All the actions done by a user, the number of invoices they have worked on and average actions per invoice are calculated from this data
How to use this section:
Select your most active users to see their frequent actions and which suppliers' invoices they work with the most. Automating tasks that these users perform will reduce processing costs and free up resources for more value-added work.
Click any username to show only data related to that user in all lists and visualizations.
Personal users are indicated using lighter shade for the bars on the chart while professional users are indicated using darker shade for the bars on the chart.