This process is for the electronic storage of received invoices and receipts. The invoice recipient registers the PDF invoice and the issue date, issuer name, invoice amount, etc.
After approval by the supervisor, the workflow platform stores the invoice file and data in ClimberCloud (a service that supports the Electronic Ledger Act and invoice system). ※ ClimberCloud® is a registered trademark of NTT DATA Business Brains Corporation.
Workers (Number of swimlanes: 4)
Operator’s Supervisor
Supervisor of the Procurement Officer. Approves the contents of the invoice (including electronic invoice).
Accounting Dept.
Accounting Department. Finalize invoices (including electronic invoices). Waiting for acceptance each time.
Operator (of process 1x)
Procurement Officer. The person who received the invoice or receipt or registered the invoice data. (The user specified in the user type data “Person in charge of payment”)
Manager
Procurement Officer. The person who received the invoice or receipt.
Workflow (Workflow diagram complexity: 22)
21a. Attachment + input date, amount, etc.
The procurement manager registers the contents of the invoice PDF (including other receipts, etc.).
31b. Enter date, amount, etc.
The procurement officer registers the contents of the invoice PDF (after forwarding the email with the invoice PDF attached).
112. Supervisor Approval
The procurement manager’s supervisor approves the request.
193. Accounting Approval
The Accounting Department will perform a final review of the invoices (including other receipts, etc.) to be kept.
264. Remittance Processing
The Accounting Department handles invoices that require transfer processing.
139. Call-back
The procurement manager will re-register the contents of the invoice PDF (including other receipts, etc.).
9From to Quser
The workflow platform references the string type “From” and sets the Quser type “Operator”.
34Automatically set receipt title
The workflow platform sets the date/transaction amount/party name in the title of the case.
31Rename Filename
The workflow platform adds “PID-Date-” as the Prefix to the file name.
45Conversion of contact person’s name
The workflow platform converts the name of the person in charge of the payment into character type data.
46Climber Index Generation
The workflow platform generates index files (in CSV format) for ClimberCloud’s filed lists.
47Climber File Upload
The workflow platform uploads files to ClimberCloud as a list with files.
28Title entry to undeletable area
The workflow platform writes the case title to the log (non-deletable area).
Business process variables to be passed (number of data items: 29)
▽ Payment Summary0
Procurerq_Procurer1*
${processInstance.initQuserId}
Received Invoice Files (electronic or scanned image files)q_E_Invoice_File2
File Remarks (e.g. why the file is missing)q_File_Remarks3
▽ Requests to the Accounting Department in conjunction with payment4
Message to the Accounting Departmentq_Message_to_Accounting5*
ClimberCloud is a service provided by NTT Data Business Brains, Inc. and is JIIMA certified (the service is compliant with the Electric Ledger Law and Invoice System).
For details on how to obtain a ClimberCloud API key and index file specifications, please refer to the ClimberCloud service (Support > Terms of Service/Specifications > WEBAPI Specifications). For ClimberCloud trial, please apply from the ClimberCloud website.
The settings are based on the assumption that the ClimberCloud side has prepared a list with files for the following content IDs and input formats. Please adjust the settings on ClimberCloud side as necessary.
Contents ID：INVOICE
Input format (column names, required and attributes below, and digit lengths, minimum and maximum values should be set according to your assumptions)
Date of transaction: Required: Date
Official trade name of invoicing company: Required: String
Quoted amount (total tax): Required: Amount
Questetra Process ID: Optional: String
Person in charge of payment: Optional: String
Billing company registration number: Optional: String
Description of transaction (e.g. name of product): Optional: String
