Method and system for processing timecard related information in a purchase order procurement system

• US 20030074287A1
• Filed: 10/17/2001
• Published: 04/17/2003
• Est. Priority Date: 10/17/2001
• Status: Active Grant

• Current Assignee: Oracle America, Inc. (Oracle Corporation)
• Original Assignee: Sun Microsystems Incorporated (Oracle Corporation)
• Inventors: Prakash, Shailesh, Viswanath, Sridatta, Shuder, James, Kakatkar, Kishor
• Granted Patent: US 7,533,042 B2
• Time in Patent Office: Days
• US Class Current: 705/32
• CPC Class Codes: G06Q 10/063118 Staff planning in a project environment
• CPC Class Codes: G06Q 10/087 Inventory or stock management, e.g. order filling, procurement or balancing against orders
• CPC Class Codes: G06Q 10/10 Office automation; Time management
• CPC Class Codes: G06Q 30/04 Billing or invoicing
• CPC Class Codes: G06Q 30/0601 Electronic shopping [e-shopping]

Abstract

A computer software tool for processing timecard related information representing services to be billed wherein the software tool is part of a purchase order procurement system. The software tool is single software system for procurement services composed of a timecard module integrated with a procurement management module. The timecard process includes a base of functions compatible with existing procurement software systems. The system allows a contractor (buyer) to generate a timecard including services, descriptions and amounts. The generation of the timecard triggers a notification to an approving body which then either approves or declines the timecard. Once approved, timecard information can be exported, e.g., using XML, to a payroll or other external service. The timecard information is processed by the procurement system like any other purchase order item and, moreover, the suites of functionality of the procurement system that relate to purchase order items are also available for timecard information. Approvals can be accomplished by email transmitted notifications and email transmitted forms.

Claims

1. A system comprising:

a computer implemented procurement module for processing both purchase order requisitions for goods and timecard information for services, said procurement module comprising;

a buyer module for receiving information related to contractor services and for generating an electronic timecard in response thereto; and

a timecard module receiving electronic timecards from said buyer module and for generating a purchase order based on approved electronic timecards, said purchase order for use in generating a payment for said contractor services.

2. A system as described in claim 1 wherein said computer implemented procurement module further comprises a workflow module coupled to said timecard module for use in allowing an approver to approve and decline said electronic timecards.

3. A system as described in claim 2 wherein said timecard module generates an approval notification in response to receiving an electronic timecard from said buyer module.

4. A system as described in claim 3 wherein said approval notification is an electronic mail message comprising an approval form readable by said workflow module, said electronic mail message transmitted to an approver related to said contractor services.

5. A system as described in claim 4 wherein said approval form is readable by an electronic mail program and is returned to said computer implemented procurement system after being completed by said approver.

6. A system as described in claim 2 wherein said buyer module is browser based and wherein said procurement module is hosted on a remote server system.

7. A system as described in claim 2 wherein said computer implemented procurement system further comprises an external report generating module for generating information to be used by external applications and wherein said information is formatted using XML data.

8. A system as described in claim 2 wherein said electronic timecard comprises a plurality of line items describing said contractor services and comprising:

a contractor identification;

a description of services rendered;

an amount of hours performed for said services rendered;

an hourly rate for said hours; and

subtotals representing said amount of hours by said hourly rate.

9. A system as described in claim 2 wherein said timecard module comprises a contractor profile for a contractor, said contractor profile comprising:

a contractor identification;

authorized projects for said contractor;

authorized work types for said contractor;

an authorized hourly rate for said contractor; and

an approver for said contractor.

10. A system as described in claim 3 wherein said electronic timecard comprises a plurality of line items and wherein said approval notification comprises information from said electronic timecard and an accounting code associated with each line time of said electronic timecard.

11. A method of approving an electronic timecard comprising:

a) generating an electronic timecard comprising line items describing;

a contractor;

services rendered;

hourly amounts; and

hourly rates;

b) in response to a), generating a notification to an approver associated with said contractor, said notification comprising an approval form and information related to said electronic timecard;

c) in response to receiving said approval form indicating approval of said timecard, generating a purchase order comprising information from said timecard; and

d) transmitting said purchase order to execute payment to said contractor of said timecard, wherein a)-d) are performed by a procurement system integrating both purchase order requisitions for goods and timecard information for services.

12. A method as described in claim 11 wherein a) is performed by a buyer using a browser based computer system and wherein said procurement system is hosted on a remote server from said buyer.

13. A method as described in claim 11 wherein said notification is a first electronic mail message transmitted to said approver and stored in an electronic mailbox.

14. A method as described in claim 13 further comprising transmitting said approval form from said approver to said procurement system via a second electronic mail message.

15. A method as described in claim 13 wherein said notification comprises accounting codes associated with said line items of said timecard.

16. A method as described in claim 11 wherein d) is performed using XML data.

17. A computer system comprising:

a processor coupled to a bus;

a memory coupled to said bus and comprising instructions that when executed implement a method of approving an electronic timecard comprising;

a) generating an electronic timecard comprising line items describing;

a contractor;

services rendered;

hourly a mounts; and

hourly rates;

b) in response to a), generating a notification to an approver associated with said contractor, said notification comprising an approval form and information related to said electronic timecard;

c) in response to receiving said approval form indicating approval of said timecard, generating a purchase order comprising information from said timecard; and

d) transmitting said purchase order execute payment to said contractor of said timecard, wherein a)-d) are performed by a procurement system integrating both purchase order requisitions for goods and timecard information for services.

18. A computer system as described in claim 17 wherein a) is performed by a buyer using a browser based computer system and wherein said procurement system is hosted on a remote server from said buyer.

19. A computer system as described in claim 17 wherein said notification is a first electronic mail message transmitted to said approver and stored in an electronic mailbox.

20. A computer system as described in claim 19 wherein said method further comprises transmitting said approval form from said approver to said procurement system via a second electronic mail message.

21. A computer system as described in claim 19 wherein said notification comprises accounting codes associated with said line items of said timecard.

22. A computer system as described in claim 17 wherein d) is performed using XML data.