UN Organisation

Central UN travel arrangments



The Challenge

When a file from a central UN department was received with travel information and costs, complex decisions had to be made on every single line: which PO and PO item to use? Which WBS was it related to? Were there enough funds available? Was it an invoice or a G/L posting? All this analysis was done manually, checking information both in SAP and Excel. Individual postings were aggregated to reduce work, leading to loss of information on expenditure and difficulties in year-end reconciliations.

Due to UN policy contraints, we can not name this particular organisation in a public document, but we can discuss this particular project with anyone interested in more details.





The solution

By using the G/L postings and Invoice Manager it is possible to automatically determine much of the variables required, through algorithms. Furthermore, it provides the information required for the accountant to resolve any issue the algorithm can not. Data is then sent automatically to SAP in a consistent format, simplifying subsequent reporting.

Summary of GL and Invoice manager functionality: Retrieves purchase orders information and history plus GL account balances information, Calculates balances and previous postings, Performs calculations based on history, Defines the correct process to follow depending on Spreadsheet data, Purchase orders and GL account data, Verifies duplicates postings in SAP, Posts parked MM invoices, Posts GL documents, Posts Service entry sheets.



The results

For the process owner, the change has 'led to a significant improvement in efficiency and control in what was previously an area of weakness' and 'brought advantages which were previously not expected'. Reconciliation is possible now, year end is simpler, and data required for the operational areas is available.

Users on the ground found that 'Allos will change our way of working for the better', impressed by the 'valuable features incorporated'. For users, it was like using any other spreadsheet, but SAP information was available and postings were done automatically.