Invoice Storage Process, GMO Sign Integration

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Invoice Storage Process, GMO Sign Integration 20240726
This is a process for electronically storing received invoices (including delivery notes, receipts, etc.). The recipient of the document registers the PDF invoice along with the issue date, issuer name, invoice amount, etc. After approval by the manager, a timestamp is added to the document file using GMO Sign, and the file is saved to OneDrive/SharePoint Online.
Worker (#of Swimlane: 5)
  • Operator (of step 1x.)
    • Procurement officer. The person who received the invoice or receipt, or the person who registered the billing data. (The user specified in the user type data "Payment Officer")
  • Manager
    • The person responsible for procurement. The person who receives the invoice or receipt.
  • Operator's Supervisor
    • The procurement manager who approves the contents of invoices (including e-invoices).
  • Accounting Department
    • Accounting department. Final confirmation of invoices (including electronic invoices). (Waiting for acceptance every time)
  • System Administrator
Business Flow (Complexity of Workflow: 27)
  • 2 1a. Attachments + Enter date, amount, etc.
    • The procurement officer will register the contents of the invoice PDF (including other documents such as "receipts").
  • 3 1b. Enter date, amount, etc.
    • The procurement staff will then forward the email with the invoice PDF attached and register the contents of the invoice PDF.
  • 11 2. Supervisor Approval
    • The procurement officer's manager approves the requisition.
  • 19 3. Accounting Approval
    • The accounting department will ultimately review the stored invoices (and other receipts etc.).
  • 26 4. Transfer Processing
    • The accounting department handles invoices that require transfer processing.
  • 13 9. Return response
    • The procurement staff will re-register the contents of the invoice PDF (and other documents such as receipts)
  • 56 Error handling
    • The system administrator will handle any errors that occur.
  • 9 x1. From to Quser
    • The workflow platform references the String-type "From" and sets the Quser type "Operator".
  • 34 x2. Receipt title auto set
    • The workflow platform sets the "date/transaction amount/client name" in the case title.
  • 48 x3. Request for time stamp
    • The workflow platform sends the file to GMO Sign and requests that a timestamp be added.
  • 54 x4'. Counter +1
    • The workflow platform increments the loop counter for obtaining the GMO Sign timestamp status by 1.
  • 49 x4. Get timestamp status and file URL
    • The workflow platform obtains the timestamp status and file download URL from GMO Sign.
  • 50 x5. File download
    • The workflow platform downloads the time-stamped file (from GMO Sign).
  • 51 x6. File upload
    • The Workflow Platform will upload the time-stamped file to OneDrive.
  • 28 x7. Enter title in non-deletable area
    • The Workflow platform writes the case title to the log (non-erasable area).
Business Process Variables (#of Data Item: 30)
  • ▽ Payment Summary 0
  • Payments Officer q_Procurer 1 *
    • processInstanceInitQuser
  • Received Invoice File (electronic file or scanned image file) q_E_Invoice_File 2
  • File Remarks (e.g. why the file is missing) q_File_Remarks 3
  • ▽ Requests to the Accounting Department Regarding Payment 4
  • Message to the Accounting Department q_Message_to_Accounting 5 *
  • Deadline for Payment q_Bank_Deadline 6
  • Accounting Request Notes q_q_Message_to_Accounting_Remarks 7
  • ▽ Contents of the Qualified Invoice Received 8
  • Billing Company Name q_Corporate_Name 9 *
  • Billing Company Registration Number q_Corporate_Number 10
  • Details of the Transaction (name of the purchased product, etc.) q_Transaction_Title 11
  • Transaction Date q_Transaction_Date 12 *
  • Transaction Amount (total including tax) q_Total 13 *
  • 10% Target Total (excluding tax) q_Taxable10Total 14
  • 8% Target Total (excluding tax) q_Taxable8Total 15
  • 10% Consumption Tax q_Tax10 16
  • 8% Consumption Tax q_Tax8 17
  • ▽ Accounting Section 18
  • Accounts q_JournalAccount 19
  • Journal Entry Notes q_JournalAccount_Remarks 20
  • Transmission Log 21
  • Email From Address q_EmailFromAddress 22
  • Email Body q_EmailBody 23
  • Timestamp Reservation ID q_TimestampId 29
    • The timestamp reservation ID obtained from GMO Sign is stored.
  • Timestamp Status q_TimestampStatus 30
    • The timestamp status obtained from GMO Sign is stored.
  • File URL With Timestamp (GMO Sign) q_TimestampedFileURL_GMO 31
    • The URL of the timestamped file obtained from GMO Sign is stored.
  • Timestamped Files q_TimestampedFile 32
    • This stores the time-stamped files obtained from GMO Sign.
  • Time Stamp Verification Counter q_TimestampCounter 33
    • 0
  • File URL With Timestamp (Microsoft365) q_TimestampedFileURL_m365 34
    • The URL of the file with the timestamp that was uploaded to OneDrive is stored.

Field Name, num, Initial Value

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Notes

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See also

GMO Sign: Retrieve Timestamped File URL
GMO Sign: Request for Timestamp
Invoice Storage Process, ClimberCloud Integration
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