Methods and systems for managing accounts payable

• US 20040172360A1
• Filed: 02/28/2003
• Published: 09/02/2004
• Est. Priority Date: 02/28/2003
• Status: Abandoned Application

• Current Assignee: General Electric Company
• Original Assignee: General Electric Company
• Inventors: Bass, Carol, Hannoneh, Amjad, Mabrey, Sheila, Nation, Carrie, Ryan, Sherry
• Application Number:
  US10/376,723
• Publication Number:
  US 20040172360A1
• Time in Patent Office: Days
• US Class Current: 705/40
• CPC Class Codes: G06Q 20/102 Bill distribution or payments
• CPC Class Codes: G06Q 40/02 Banking, e.g. interest calculation or account maintenance credit or loans G06Q40/03

Abstract

A method for managing accounts payable for a business using a server system is provided. The server system is coupled to a centralized database and at least one client system. The method includes receiving at the server system accounts payable (AP) information for the business from the client system wherein AP information includes at least one of invoices and purchase orders relating to the business, storing the AP information received at the server system in the centralized database, authorizing a user to access the AP information based on a profile of the user, updating the centralized database periodically with newly received AP information to maintain the AP information, processing the AP information stored in the centralized database, and utilizing a payment accelerator module to facilitate expedited payment of invoices satisfying a payment accelerator criteria.

Claims

1. A method for managing accounts payable for a business using a server system coupled to a centralized database and at least one client system, said method comprising:

receiving at the server system accounts payable (AP) information for the business from the client system, AP information includes at least one of invoices and purchase orders relating to the business;

storing the AP information received at the server system in the centralized database;

authorizing a user to access the AP information based on a profile of the user;

updating the centralized database periodically with newly received AP information to maintain the AP information;

processing the AP information stored in the centralized database; and

utilizing a payment accelerator module to facilitate expedited payment of invoices satisfying a payment accelerator criteria.

2. A method in accordance with claim 1 wherein authorizing a user to access the AP information further comprises:

prompting a user to enter a profile of the user including at least one of a user name, a user e-mail address, a user ID, a department within the business that the user works for, and contact information for the user;

transmitting from the user to an approver a request for access to AP information relating to at least one department within the business; and

transmitting from the user to an approver a request for access to at least one module included within the server system, the server system includes at least one of an invoice inquiry module, a purchase order/receiver inquiry module, an unmatched invoice inquiry module, a payment inquiry module, an autopay module, a payable process information module, and a payment request submission module.

3. A method in accordance with claim 2 further comprising:

reviewing the user'"'"'s request for access to AP information relating to at least one department within the business and at least one module included within the server system; and

granting or denying the user'"'"'s request for access to AP information relating to at least one department within the business and the user'"'"'s request for access to at least one module included within the server system.

4. A method in accordance with claim 3 further comprising:

transmitting a notification from the approver to the user advising the user as to whether the user has been granted or denied access to AP information for each department within the business where the user has requested access and each module included within the server system where the user has requested access.

5. A method in accordance with claim 1 wherein processing the AP information stored in the centralized database further comprises enabling a user to submit from the client system to the server system at least one invoice for processing and payment.

6. A method in accordance with claim 1 wherein processing the AP information stored in the centralized database further comprises:

enabling a user to search at the client system for at least one purchase order by at least one of a purchase order number, a GSL number, a part number, a purchase order date from to purchase order date to entry, a purchase order release number, a GSL site ID, an invoice type, and a currency type.

7. A method in accordance with claim 1 wherein receiving at the server system AP information for the business from the client system further comprises:

prompting a user to create an invoice at the client system;

attaching a computer file to the invoice; and

transmitting the invoice and the computer file attached thereto from the client system to the server system.

8. A method in accordance with claim 1 wherein utilizing a payment accelerator module further comprises:

prompting a user at the client system to select at least one invoice from a supplier for accelerated payment;

utilizing the payment accelerator module to determine whether the selected invoice satisfies a payment accelerator criteria; and

if the selected invoice satisfies the payment accelerator criteria, calculating at the payment accelerator module a discount percentage and a discount amount for the selected invoice based on the terms of a supplier agreement entered into between the business and the supplier.

9. A method in accordance with claim 1 wherein utilizing a payment accelerator module further comprises exporting at least one invoice satisfying a payment accelerator criteria to a spreadsheet computer program for review and further processing.

10. A method in accordance with claim 1 further comprising displaying a payment accelerator notification page on the client system for prompting a user to register at least one of a supplier and a user to receive notification based on a frequency selected of when at least one invoice satisfying a payment accelerator criteria is received at the server system.

11. A method in accordance with claim 1 further comprising displaying a payment notification page on the client system for notifying at least one of a user and a supplier that a payment has been made relating to an invoice satisfying a payment criteria.

12. A method in accordance with claim 1 wherein processing the AP information stored in the centralized database further comprises:

accessing the centralized database;

searching the database regarding a specific inquiry;

retrieving information from the database; and

transmitting the retrieved information -to the client system for display by the client system.

13. A method in accordance with claim 1 further comprising connecting the client system and the server system via a network that includes one of a wide area network, a local area network, an intranet and the Internet.

14. A method for managing accounts payable for a business using a server system coupled to a centralized database and at least one client system, said method comprising:

receiving at the server system accounts payable (AP) information for the business from the client system, AP information includes at least one of invoices and purchase orders relating to the business;

storing the AP information received at the server system in the centralized database;

authorizing a user to access the AP information based on a profile of the user;

updating the centralized database periodically with newly received AP information to maintain the AP information;

processing the AP information stored in the centralized database including enabling a user to submit from the client system to the server system at least one invoice for processing and payment;

utilizing a payment accelerator module to facilitate expedited payment of invoices satisfying a payment accelerator criteria;

providing a payment accelerator notification page displayed on the client system for prompting a user to register at least one of a supplier and a user to receive notification based on a frequency selected of when at least one invoice satisfying the payment accelerator criteria is received at the server system; and

providing a payment notification page displayed on the client system for notifying at least one of a user and a supplier that a payment has been made relating to an invoice satisfying a payment criteria.

15. A method in accordance with claim 14 wherein authorizing a user to access the AP information further comprises:

prompting a user to enter a profile of the user including at least one of a user name, a user e-mail address, a user ID, a department within the business that the user works for, and contact information for the user;

transmitting from the user to an approver a request for access to AP information relating to at least one department within the business and a request for access to at least one module included within the server system, the server system includes at least one of an invoice inquiry module, a purchase order/receiver inquiry module, an unmatched invoice inquiry module, a payment inquiry module, an autopay module, a payable process information module, and a payment request submission module;

reviewing the user'"'"'s request for access to AP information relating to at least one department within the business and at least one module included within the server system; and

granting or denying the user'"'"'s request for access to AP information relating to at least one department within the business and the user'"'"'s request for access to at least one module included within the server system.

16. A method in accordance with claim 15 further comprising:

transmitting a notification from the approver to the user advising the user as to whether the user has been granted or denied access to AP information for each department within the business where the user has requested access and each module included within the server system where the user has requested access.

17. A method in accordance with claim 14 wherein utilizing a payment accelerator module further comprises:

prompting a user at the client system to select at least one invoice from a supplier for accelerated payment;

utilizing the payment accelerator module to determine whether the selected invoice satisfies a payment accelerator criteria; and

if the selected invoice satisfies the payment accelerator criteria, calculating at the payment accelerator module a discount percentage and a discount amount for the selected invoice based on the terms of a supplier agreement entered into between the business and the supplier.

18. A method in accordance with claim 14 further comprising connecting the client system and the server system via a network that includes one of a wide area network, a local area network, an intranet and the Internet.

19. A network based system for managing accounts payable for a business, said system comprising:

a client system comprising a browser;

a centralized database for storing information; and

a server system configured to be coupled to said client system and said database, said server system further configured to;

receive accounts payable (AP) information for the business from said client system, wherein AP information includes at least one of invoices and purchase orders relating to the business;

store the AP information in the centralized database;

authorize a user to access the AP information based on a profile of the user;

update the centralized database periodically with newly received AP information to maintain the AP information;

process the AP information stored in the centralized database; and

access a payment accelerator module to facilitate expedited payment of invoices satisfying a payment accelerator criteria.

20. A system in accordance with claim 19 wherein said client system further comprises at least one of:

a displaying component for displaying at least one of a pull-down list, a data field, a check box, and hypertext link options relating to AP information;

a sending component to send an inquiry to said server system so that said server system can process and download the requested information to said client system;

a collection component for collecting AP information from users into the centralized database;

a tracking component for tracking AP information;

a displaying component for displaying AP information;

a receiving component for receiving an inquiry from said client system regarding at least one of a purchase order number, a GSL number, a part number, a purchase order date from and a purchase order date to, a purchase order release number, a GSL site ID, an invoice type, and a currency type;

an accessing component for accessing the centralized database and causing the retrieved information to be displayed on said client system; and

a notifying component for electronically notifying an approver that a user requests access to AP information relating to at least one department within the business and to at least one module included within said server system.

21. A system in accordance with claim 19 wherein said server system is further configured to receive an inquiry to provide information from one of a plurality of users.

22. A system in accordance with claim 19 wherein said server system further comprises at least one of an invoice inquiry module, a purchase order/receiver inquiry module, an unmatched invoice inquiry module, a payment inquiry module, an autopay module, a payable process information module, and a payment request submission module.

23. A system in accordance with claim 19 wherein said server system is further configured to:

prompt a user to enter a profile of the user including at least one of a user name, a user e-mail address, a user ID, a department within the business that the user works for, and contact information for the user;

transmit from the user to an approver a request for access to AP information relating to at least one department within the business; and

transmit from the user to an approver a request for access to at least one module included within said server system, said server system includes at least one of an invoice inquiry module, a purchase order/receiver inquiry module, an unmatched invoice inquiry module, a payment inquiry module, an autopay module, a payable process information module, and a payment request submission module.

24. A system in accordance with claim 23 wherein said server system is further configured to:

enable an approver to grant or deny the user'"'"'s request for access to AP information relating to at least one department within the business and the user'"'"'s request for access to at least one module included within said server system.

25. A system in accordance with claim 24 wherein said server system is further configured to:

transmit a notification from the approver to the user advising the user as to whether the user has been granted or denied access to AP information for each department within the business where the user has requested access and each module included within said server system where the user has requested access.

26. A system in accordance with claim 19 wherein said server system is further configured to prompt a user to submit from said client system at least one invoice for processing and payment.

27. A system in accordance with claim 19 wherein said server system is further configured to:

receive from a client system a search inquiry relating to at least one purchase order for the business wherein said inquiry includes at least one of a purchase order number, a GSL number, a part number, a purchase order date from to purchase order date to entry, a purchase order release number, a GSL site ID, an invoice type, and a currency type; and

access the centralized database and retrieve AP information satisfying the search inquiry.

28. A system in accordance with claim 19 wherein said server system is further configured to:

enable a user to create an invoice at said client system;

enable a user to attach a computer file to said invoice; and

receive the invoice and the computer file attached thereto from said client system.

29. A system in accordance with claim 19 wherein said server system is further configured to:

prompt a user to select at least one invoice from a supplier for accelerated payment;

access the payment accelerator module to determine whether the selected invoice satisfies a payment accelerator criteria; and

if the selected invoice satisfies the payment accelerator criteria, access the payment accelerator module to calculate a discount percentage and a discount amount for the selected invoice based on the terms of a supplier agreement entered into between the business and the supplier.

30. A system in accordance with claim 19 wherein said server system is further configured to export at least one invoice satisfying a payment accelerator criteria to a spreadsheet computer program for review and further processing.

31. A system in accordance with claim 19 wherein said server system is further configured to display a payment accelerator notification page on a client system for prompting a user to register at least one of a supplier and a user to receive notification based on a frequency selected of when at least one invoice satisfying a payment accelerator criteria is received.

32. A system in accordance with claim 19 wherein said server system is further configured to display a payment notification page on a client system for notifying at least one of a user and a supplier that a payment has been made relating to an invoice satisfying a payment criteria.

33. A system in accordance with claim 19 further comprising a communication link between said server system and said client system, wherein said communication link includes at least one of a wide area network, a local area network, an intranet and the Internet.

34. A computer program embodied on a computer readable medium for managing accounts payable for a business, said program comprising a code segment that receives accounts payable (AP) information for the business and then:

maintains a database by adding, deleting and updating AP information wherein AP information includes at least one of invoices and purchase orders relating to the business;

provides users with access to AP information;

authorizes users to access AP information based on a profile of the user;

processes AP information stored in the database; and

utilizes a payment accelerator module to facilitate expedited payment of invoices satisfying a payment accelerator criteria.

35. A computer program in accordance with claim 34 further comprising a code segment that:

prompts a user to enter a profile of the user including at least one of a user name, a user e-mail address, a user ID, a department within the business that the user works for, and contact information for the user;

transmits from the user to an approver a request for access to AP information relating to at least one department within the business; and

transmits from the user to an approver a request for access to at least one of an invoice inquiry module, a purchase order/receiver inquiry module, an unmatched invoice inquiry module, a-payment inquiry-module, an autopay module, a payable process information module, and a payment request submission module.

36. A computer program in accordance with claim 35 further comprising a code segment that:

provides an approver with the user'"'"'s request for access to AP information relating to at least one department within the business and at least one of the invoice inquiry module, the purchase order/receiver inquiry module, the unmatched invoice inquiry module, the payment inquiry module, the autopay module, the payable process information module, and the payment request submission module; and

enables the approver to grant or deny the user'"'"'s request for access to AP information relating to at least one department within the business and the user'"'"'s request for access to at least one of the invoice inquiry module, the purchase order/receiver inquiry module, the unmatched invoice inquiry module, the payment inquiry module, the autopay module, the payable process information module, and the payment request submission module.

37. A computer program in accordance with claim 36 further comprising a code segment that transmits a notification from the approver to the user advising the user as to whether the user has been granted or denied access to AP information for each department within the business where the user has requested access and each module where the user has requested access.

38. A computer program in accordance with claim 34 further comprising a code segment that enables a user to submit at least one invoice for processing and payment.

39. A computer program in accordance with claim 34 further comprising a code segment that enables a user to search for at least one purchase order by at least one of a purchase order number, a GSL number, a part number, a purchase order date from to purchase order date to entry, a purchase order release number, a GSL site ID, an invoice type, and a currency type.

40. A computer program in accordance with claim 34 further comprising a code segment that:

prompts a user to create an invoice;

enables the user to attach a computer file to the invoice; and

transmits the invoice and the computer file attached thereto for processing and payment.

41. A computer program in accordance with claim 34 further comprising a code segment that:

prompts a user to select at least one invoice from a supplier for accelerated payment;

accesses the payment accelerator module to determine whether the selected invoice satisfies a payment accelerator criteria; and

if the selected invoice satisfies the payment accelerator criteria, utilizes the payment accelerator module to calculate a discount percentage and a discount amount for the selected invoice based on the terms of a supplier agreement entered into between the business and the supplier.

42. A computer program in accordance with claim 34 further comprising a code segment that generates a payment accelerator notification page that prompts a user to register at least one of a supplier and a user to receive notification based on a frequency selected of when at least one invoice satisfying a payment accelerator criteria is received.

43. A computer program in accordance with claim 34 further comprising a code segment that generates a payment notification page that notifies at least one of a user and a supplier that a payment has been made relating to an invoice satisfying a payment criteria.

44. A computer program in accordance with claim 34 further comprising a code segment that monitors the security of the system by restricting access to authorized individuals.