Functional Overview

summary the functional diagram below illustrates gimmal link enterprise ap at a high level followed by a brief summary of each step for more detail on each step and their configuration and options, please refer to the additional sections in this document configuration working with tracklink working with statistics administration customization steps invoice capture gimmal link allows you to choose your method of capturing/scanning and ingesting your invoices once the invoice is in your content repository, gimmal link is configured to recognize they are ready to be sent to gimmal link in sap to start the gimmal link accounts payable workflow i original invoice metadata it is ideal that your invoice capture process is able to recognize original invoice metadata at the time of comital to your content repository any metadata captured can be sent to sap to assist the gimmal link accounts payable workflow and drives step 1 initial invoice processing, drastically improving efficiencies in the overall processing of an invoice this step is done automatically in the background by gimmal link 1\ initial invoice processing this is the first step of the gimmal link accounts payable workflow within sap this step can be configured for pre population of data to decrease data entry time and errors optional auto invoice creation exception mangement optional auto exceptions dynamic prioritization approver selection (optional) initial ap inbox queue load management and agent routing optional coordinator stage as mentioned above in the invoice capture stage, any original invoice metadata that is available can be leveraged in the above configuration gimmal link accounts payable workflow options users work from the gimmal link tracklink queue which can be filtered and sorted and customized to be the most effective for your ap processing team in addition to processing the invoice work item, it also has a host of additional functionality for note taking, raising exceptions, reprocessing, and much more in addition to flexible gimmal link accounts payable workflow agent / role resolution setup, ap processing team can also configure gimmal link tracklink to load balance work items across a group it is in the initial invoice processing stage that once an invoice is created (parked, held, posted), gimmal link automatically creates a link to this invoice in your content management system 2\ invoice approvals after initial invoice processing, and after any exceptions are triaged, is the approval stage gimmal link accounts payable workflow comes with up to 5 levels of approval approvers can be determined by the gimmal link agent table (with optional dollar value thresholds), selected manually by the ap clerk, or previous approver (with optional asl check), or more common asl limits set forth in either your organization structure approver determination is also fully customizable if you would like to implement your own role resolution the approval step can be configured to be skipped for po based invoices rejections (based on configurable rejection codes), note taking, raising exceptions, display original attachments as well as adding optional additional document to your invoice and content repository are all standard functionality in addition, external / outside of sap approvals are available based on gimmal link's integration with your content repository or any non sap workflow runtime workflow engine, included mobile applications 3\ final invoice processing the last step in the gimmal link accounts payable workflow is final invoice processing this step can be configured for automatic posting of invoices skipping of this step if invoice is already posted exception management optional auto exceptions dynamic prioritization final ap inbox queue load management and agent routing this step is optional, and is often a different agent or group of agents than initial ap, as the last step in the workflow it is also the last chance to manipulate/check the invoice before posting and thus submitted to your standard sap payment run 4\ exception management exception management is a big part and strength of the gimmal link accounts payable workflow each dialogue step (ie a work item that is delivered to a user or group of users) has the option to "manually" raise an exception we say "manual", as each step whether it be a dialogue step or a background step (a step in the workflow that is behind the scenes/automatic), can also be configured for pre delivered auto exceptions as well as custom auto exceptions auto exceptions are those that occur before and initial ap clerk, approver, or final ap agent receive a work item for exceptions of either variety, a work item is generated to an agent/set of agents via configuration who in turn process / resolve the exception when resolved, the work item returns to the stage in which the exception originated exceptions can also be configured to allow termination of the workflow (duplicates, etc) as well as customized to trigger a non gimmal link process, as well as optionally select approvers note that you can also choose to configure or customize the auto completion of an exception as well (regardless whether it was raised automatically or manually) an example of raising an auto exception would be for a po based invoice in which the goods have not yet been received the invoice (whether parked or not created) work item can be automatically routed to an "goods not received" exception an example of auto completion of an exception would be in the same scenario you may choose to have a nightly job run that determine whether any work items in the "goods not received" exception have now been fully received if they have been received, the exception is automatically set to resolved and the work item returns to the next stage in the workflow ii sap invoice metadata you can optionally configure any sap metadata to be sent "back" to your content management system throughout the lifecycle of the invoice in the gimmal link accounts payable workflow this sending of metadata from sap to your content management system before and after each every stage in the workflow, ensuring your content management system (cms) is in sync some potential reasons to do this are enable reporting in your cms system enable retention in your cms system enable workflows in your cms system this step is done automatically in the background by gimmal link a gimmal link tracklink gimmal link tracklink is your home base for almost all elements related to the gimmal link accounts payable workflow leveraging an sap alv "report" approach, the tracklink toolset provides the following functionality allows all agents (ie initial ap agents, exception agents, approvers, final ap agents) to process their assigned work items acts as shared inbox for work items with multiple agents (no sap office required) fully configurable sorting and filtering of customer defined layouts to allow for prioritization, queue management, and different "views" of invoices to be processed advanced note taking and viewing viewing of images from your content management system a suite of administrator utilities such as forcing work items to complete or terminated mass note taking year end rollover agent re assignment and more for more detail please refer to the section "working with tracklink" located in this document b gimmal link statistics (beta only) gimmal link statistics provides comprehensive analysis of your gimmal link accounts payable workflow processing these metrics include average processing times per stage time to create/park/hold invoices time to approve time to post exception resolution average processing times per rule unit archivelink doctype company code invoice type invoice category business unit invoice flag deadlines missed discounts achieved and missed all metrics can be drilled down into for further detail and recognizance and analysis you maybe also implement your own statistic gathering methods for additional metrics for more detail please refer to the section "working with statistics" located in this document deadline monitoring each dialogue step of the gimmal link accounts payable workflow can be configured with deadline monitoring deadline monitoring is a feature of the sap workflow runtime engine of which the gimmal link accounts payable workflow is built upon each rule configured can be assigned a number of days in which a work item must be processed within if this does not occur, the work item is automatically escalated escalation agents (or deadline agents) can be configured per rule or according to your needs such as based on your hr organizational structure notifications each dialogue step of the gimmal link accounts payable workflow can be configured for basic and customized notifications basic notifications send an email based on the agents sap profile this can be optionally customized to send notifications based on your preferred corporate communication platform