Functional Requirements: Accounts Payable
6
Functional Requirements: Accounts Payable
General Information – Accounts Payable
DIWS provides imaging capabilities to support the MVA AP process. These capabilities
convert all invoices into electronic images upon receipt at the MVA. The images are
indexed and verified then routed to a Branch/Department for approval.
The Branch/Department may approve the invoice, partially approve the invoice, or reject
the invoice.
The AP area obtains a voucher number for all approved and partially approved invoices.
For rejected invoices, the AP area looks at the reason for the rejection. If the rejection is
due to the invoice being misrouted, the invoice is rerouted to the correct
Branch/Department.
Each day, all invoices that have been assigned a voucher number are burned to a CD and
sent to the Comptroller’s office for review and payment.
The expectation is for the Offeror to conduct a requirements definition and review
session leveraging the existing DIWS AP application and learning about the needs of the
business. These requirements will be used as the basis for the AP application to be built
on the DIWS 2 platform. Unstructured content (e.g., images) and structured data (i.e.,
database data) currently stored in DIWS shall be migrated to the DIWS 2 environment.
No loss of functionality shall be permitted and some enhancements are expected, as
defined in Section 3 Capability New to DIWS 2.
Known enhancements include support for smart devices, the addition of one or more
pieces of captured information, possible modifications to the workflow, and the ability to
automatically capture electronic invoices (e.g., fax or e-mail).
2.1 Current Process
The AP business process uses DIWS to scan, store, retrieve, approve and reject the
invoice documents. The AP division runs the daily WRS invoice reports based on the
archive number generated from the invoice report. The reports are then copied to a CD
and the CD is sent to the Comptroller’s office where the reports are reviewed, approved
and audited.
Figure 1 High-level AP Process Flow describes the high-level flow for the AP division of
DIWS.
DIWS 2 TO - Appendix 06 - Functional Requirements Accounts