The process management & auditing report gives you more insight into the processing management in Blue10 and offers support for audits of the purchasing process. Among other things, you can see duplicate invoices, changed users and how much time is needed on average to process an invoice. With these insights, you can monitor your processes and make targeted adjustments where necessary.
The process processing & auditing report is part of the standard Blue10 Power BI report. Data from your own Blue10 environment is made transparent after it has been retrieved via a fast and secure connection to the OData API. Read more here.
There are two different versions of the Process management page, namely “Process Management – PAP” and “Process Management – APP”. Which page applies to you depends on how your process is set up in Blue10. If you do not know this yourself, you can easily have it checked by someone who processes invoices in your organisation. When this user logs into Blue10, they will see one of the dashboards below.
It is important that you remove the page with the process that does not match your Blue10 environment from this Power Bi report. This page provides incorrect insights for your environment.
Does booking an invoice come after the validation step? Then choose the Post-Approve-Pay (Process Processing – PAP) version.
Does the validation step have to be followed by invoice approval? Then select Approve-Post-Pay (Processing – APP).
1.1. Process management (Post-Approve-Pay)
At the top of the report, you can filter by a period of your choice, administration(s), supplier(s) or user(s). This is useful if you want to zoom in on a specific situation or see whether any improvements in the process are having an effect in the short or long term.
Average number of days between receive and post
This table shows the average number of days per month between the moment an invoice arrives in Blue10 and the moment it is posted in the accounting system. This allows you to quickly see whether invoices are taking longer to process in a particular period.
Average number of days between post and approve
This table provides insight into the average time between posting the invoice and approving it for payment in Blue10, after which the invoice is released for payment in the accounting system. Here you can see whether your approval process is running smoothly or whether there are regular delays with approvers, making it more challenging to pay the invoice on time.
Average number of days between approve and pay
Here you can see how long it takes on average from approval to payment in Blue10, making the invoice payable, to the actual payment of an invoice.
Top 20 users with the highest average number of days in post process
This overview shows the 20 users who take the longest on average to book an invoice for the selected filter(s). We measure this based on the number of days between validating and booking the invoice. You can also see the total number of invoices for the user who performed the booking action in the selected filter(s).
Top 20 users with the highest average number of days in approval process
This overview shows the 20 approvers who, on average, take the longest to approve an invoice for the selected filter(s). We measure this based on the number of days between approving and posting the invoice. You will also see the number of invoices for the user who performed the approve action in the selected filter(s).
Average number of actions per invoice between receive and post
This table shows the average number of actions that take place between the receipt of an invoice in Blue10 and its posting in the accounts.
Tip: If you click on an action performed in this table, all relevant data about this action will appear in the other tables, such as which users performed this action and how long this action took on average per user.
Average number of actions per invoice between posting and approve
Here you can see the average number of actions that take place between the moment of posting and the moment of approval for payment of an invoice in Blue10. This allows you to quickly see what is causing delays, for example because there are many questions or uncertainties.
Tip: In this table, you can also click on an action that has been performed, which will cause the other tables to display additional information about this action.
1.2 Process management (Approve-Post-Pay)
At the top of the report, you can filter by a period of your choice, administration(s), supplier(s) or user(s). This is useful if you want to zoom in on a specific situation or see whether any improvements in the process are having an effect in the short or long term.
Average number of days between received and validate
This table shows the average number of days between the moment an invoice arrives in Blue10 and is validated.
Average number of days between validate and approve
This table shows the average time between the validation of an invoice and its approval.
Average number of days between approval and post
Here you can see the average time between the moment an invoice is approved and when it is posted in the accounting system. If this step takes a long time, it may mean that invoices remain unprocessed after they have been approved. The reason for this may vary from organisation to organisation.
Average number of days between posting and pay
Here you can see how long it takes on average from posting to payment in Blue10, until the actual payment of an invoice.
Top 20 users with the highest average number of days in approval process
This overview shows the 20 approvers who, on average, take the longest to approve an invoice for the selected filter(s). We measure this based on the number of days between receiving and approving the invoice. You can also see the number of invoices that the user who performed the approval action has processed in the selected filter(s).
Top 20 users with the highest average number of days in post process
This overview shows the 20 users who, on average, take the longest to post an invoice, from the moment it is approved in Blue10, based on the selected filter(s). You can also see the number of invoices for which the user performed the booking action in the selected filter(s).
Average number of actions per invoice between validation and approve
Here you can see the average number of actions that take place between the moment of validation and approval for payment of an invoice in Blue10.
Average number of actions per invoice between approve and post
Here you can see the average number of actions that take place between the moment of approval for payment and the posting of an invoice in Blue10.
2. Auditing invoices and suppliers
Here you can see in the tables whether any improper behaviour applies to one or more invoices. At the top, you can set a period of your choice and select one or more administrations.
Modified after posting
This table shows invoices that have been modified after they have already been posted in the administration. Think of changes in amount, supplier or description.
You can also see which user made the change. By clicking on the URL icon at the front of the line, you will be taken directly to the relevant invoice in Blue10, provided you have the correct permissions in Blue10 to view the invoice.
Tip: check whether this change has also been implemented in the accounting system. This will ensure that all data remains consistent.
Deleted after posting
Here you can see whether any invoices have been deleted from Blue10 after posting. You can see the date on which this happened, which user made the change and the invoice’s document number. This allows you to retrieve the invoice in your accounting system, as it can no longer be found in Blue10.
Modified after approval
Here you can see invoices that have been changed after they have already been approved for payment in Blue10. You can see when the invoice was approved, when it was changed and exactly what the change was. By clicking on the URL icon at the front of the line, you will be taken directly to the relevant invoice in Blue10, provided you have the correct permissions in Blue10 to view the invoice. If the change is correct, we recommend checking whether this change has also been implemented in the accounting system.
Most deviating invoice amounts
This table shows the outliers compared to the average invoice amount of a supplier. Based on this insight, you can check whether this exceptional invoice amount is correct for this supplier or whether an invoice may not have been processed correctly. By clicking on the URL icon at the front of the line, you will be taken directly to the relevant invoice in Blue10, provided you have the correct permissions in Blue10 to view the invoice.
Same IBAN for multiple suppliers
This table shows you whether multiple suppliers have the same bank account number. Blue10 synchronises suppliers from the accounting system. Here you can remove duplicate suppliers or correct any incorrect IBAN numbers.
3.Auditing users
Invoices above 80% of approval limit
Users with invoice approval rights can be assigned an approval limit in Blue10. This table shows invoices whose amount exceeds 80% of the approval limit for the user in question. If a user regularly reaches their approval limit, you can investigate the reason for this. Is the approval limit no longer sufficient, or is the set limit being deliberately exploited, for example?
Users modified
Here you can quickly see which users have been changed, such as a change of role or an adjustment in rights. It is important to check this if you see any deviations, for example, someone who has been temporarily given adjusted rights that were withdrawn shortly afterwards.
Tip: This insight can also be helpful during an audit. For example, you can easily see which user rights have been changed during a financial year.
User added/deleted
This table shows which users have been added and deleted during the set filter(s). You can also see when and by whom this was done. This helps to monitor user access to the Blue10 environment.
4.Duplicate invoices
At the top, select the desired period and administration. In this tab, you can see whether the same invoice appears in multiple administrations and view invoices with similar characteristics. If you have the correct search rights to view invoices in Blue10, you can use the URLs to view and check invoices directly.
Duplicate invoices with the same invoice number and same amount
Hover your cursor over the invoice you want to know more about and you will immediately see the information about the duplicate invoices: invoice number, supplier, invoice date, amount and currency. This table also shows exactly what the difference is: is it the administration or the supplier? Based on this insight, you can decide for yourself what action to take.
Duplicate invoices with different invoice number and similar characteristics
This table shows invoices that have different invoice numbers but similar other characteristics, such as the same invoice amount and invoice date. Hover your cursor over the invoice you want to know more about and you will immediately see which invoices are involved. Based on this insight, you can decide for yourself whether these are different invoices with many similarities or whether invoices have been double-booked under different invoice numbers.
5.Auditing general ledgers
This tab provides insight into the efficiency and consistency of your administration. You can use the data to check whether suppliers are consistently posted to the same ledger, or whether multiple suppliers are posted to a single ledger. At the top, select the period, administration(s), supplier(s) and ledgers you want to know more about.
Posted amount per general ledger and company
This table provides an overview of all ledgers with the total amount for the selected filter(s). If you click on a ledger line here, the table on the right will provide more detail on that ledger.
At the top of the page, you can set various filters. For example, you can filter by a specific period or by a specific supplier. By doing the latter, you can quickly see whether a supplier is booked on different ledgers. If this is the case, it could indicate inconsistency in your bookings.
Posted amount per supplier per general ledger per company
Here, in addition to the ledger, description, administration and amount, you can also see which supplier is involved. If you filter this table by a specific ledger, you can quickly see whether, for example, you are working with many different suppliers for the same products/services. This could indicate inefficiency in the purchasing process.
How can you access the process management & auditing report?
The standard Blue10 Power BI reports are available as part of the Blue10 Enterprise subscription. If your organisation already has this subscription, please contact Support. If you would like more information about the Blue10 Enterprise subscription, please read on here.
Other reports
In addition to the process management & auditing report, the standard Blue10 Power BI reports also include the Purchase Orders report and the Suppliers report.
