Workflow Sample: November 2016

"It's so troublesome to enter billing data..."

Logs such as bank deposits and withdrawals and card payments have become "automatic journalizing", and "accounting input work" became quite easier compared to before.

However, in terms of "sales" in particular, it is too late to wait for the timing of "deposit". After all, it is desirable to record it as "sales as accounts receivable" at the time of "invoice" issuance... Rather, it's a must.

2016 - 11 - 22: Accounts receivable 120,000 / Sales 120,000 = Website creation (for company A)
2016 - 12 - 31: Saving deposit 120,000 / Accounts receivable 120,000 = Website creation (for company A)

Incidentally, on the contrary, there are cases where cannot include in "sales" at the time of issuing "Invoice" (even at the time of "deposit").

2016 - 12 - 31: Saving deposit 120,000 / Advance received 120,000 = Maintenance 2017 - 01 - 2017 - 12 (for Company A)
2017-01-01: Advance received 10,000 / sales 10,000 = 2017-01 of Maintenance 2017-01 to 2017-12 (for company A)
2017-02-01: Advance received 10,000 / sales 10,000 = 2017-02 of Maintenance 2017-01 to 2017-12 (for company A)
2017-03-01: Advance received 10,000 / sales 10,000 = 2017-03 of Maintenance 2017-01 to 2017-12 (for company A)
2017-04-01: Advance received 10,000 / sales 10,000 = 2017-04 of Maintenance 2017-01 to 2017-12 (for company A)
2017-05-01: Advance received 10,000 / sales 10,000 = 2017-05 of Maintenance 2017-01 to 2017-12 (for company A)
2017-06-01: Advance received 10,000 / sales 10,000 = 2017-06 of Maintenance 2017-01 to 2017-12 (for company A)
2017-07-01: Advance received 10,000 / sales 10,000 = 2017-07 of Maintenance 2017-01 to 2017-12 (for company A)
2017-08-01: Advance received 10,000 / sales 10,000 = 2017-08 of Maintenance 2017-01 to 2017-12 (for company A)
2017-09-01: Advance received 10,000 / sales 10,000 = 2017-09 of Maintenance 2017-01 to 2017-12 (for company A)
2017-10-01: Advance received 10,000 / sales 10,000 = 2017-10 of Maintenance 2017-01 to 2017-12 (for company A)
2017-11-01: Advance received 10,000 / sales 10,000 = 2017-11 of Maintenance 2017-01 to 2017-12 (for company A)
2017-12-01: Advance received 10,000 / sales 10,000 = 2017-12 of Maintenance 2017-01 to 2017-12 (for company A)

The creation method and creation timing of so-called "transfer slips" (transfer records) varies depending not only on the type of industry but also on company policy. Even so, the work itself should certainly be "automated".

In the following Workflow, at the moment when the "Invoice" is approved by the supervisor,

Receipt PDF will be emailed to he customer,
Multiple line "transfer records" are automatically calculated
The import file is automatically generated.

Accounting staff can finish "input work" by only uploading the automatically generated Excel-CSV file to the accounting system.

[Invoice Issuance flow]

"Because of the corporate card, it is difficult to grasp the entire expenses"

Business process improvement will reduce "wasteful work" and "time-consuming procedures". However, along with that, "checking by human" tends to be inadequate.

It sure will be a problem if "a loophole (fraud method) has been created as a result of promoting work efficiency" in high occurrence work of "Four major apps" which are;

Expense reimbursement flow
Procurement purchasing flow
Attendance report flow
Request for decision flow

However, there is often a trade-off relationship between "labor saving and unmanning" and "strengthening the check system." After all, must seek "compromise to suit each company".

The Expense reimbursement flow below is a monthly application type business flow that mainly aiming "reimbursing out-of-pocket expense".

In this example, it is devised so that approval can be obtained for expenses which do not require settlement as reimbursable out-of-pocket costs at the same time. This is an idea that it will eliminate advance approval about "payment with credit card" and "travel expenses receiving temporary payment".

The applicant himself will have the effect of not only "saving labor" in one application, but also "becoming aware of how much company expenses is using each month".

[Expense and Out-of-pocket costs report]

'What a cumbersome it is to fill in year-end adjustment paper!'

In Japan, workers in every enterprise are instructed submission of "two sheets of document" at the end of year. Looking at that annual paper, a salary earner would think to oneself 'Ah, this year is going to end soon...' And once starts filling in the paper, he or she would be irritated for its cumbersomeness. (And then later, administrative staff would deeply sigh for too many omissions of entry...)

=[EDEIE] Acceptance and confirmation of Application for (Change in) Exemption for Dependents of Employment Income Earner
'Is it OK to write "Same as above" in the column of Address of Family member?'
'Do I write "Same as submitted number" into the column for Personal number?'
'I am not sure about the date of birth of all of my family...'

= [DIPEIE] Acceptance and confirmation of Application for Deduction for Insurance Premiums for Employment Income Earner and Application for Special Exemption for Spouse of Employment Income Earner
'Life insurance with Term insurance rider... wordy...'
'Medical payments and personal injury protection ...wordier...'
'Management Organization for Postal Savings and Postal Life Insurance... too wordy!

It sure is an once-a-year "seasonal event", but it won't be a fun. Suppose 50 million workers nationwide would be irritated for 30 minutes, how much of GDP would be lost? (Need to break away from "handwriting" at least...)

* Incidentally, when it comes to wasting of "100 million sheets of paper" and "storage for it", it will be ended up with "Approval for provision by electronic or magnetic means". In short, it requires submission of "Application for approval on the provision of descriptions concerning withholding by electronic or magnetic means" (Japanese description only), which I would like to mention about at other chances...

The following two Workflows are schemes that an applicant makes application, and administrative accepts and confirms. Everything will be completed online.

And for the next year, applicants will be able to "Start a new Process with these data". Everyone who makes application through this Workflow will be required only to rewrite "HEISEI 28" (Japanese calender year) to "HEISEI 29" at [EDEIE], and "HEISEI 27" to "HEISEI 28" at [DIPEIE]. (Unless change in family member or in insurance policy.)

[Dependent Exemption Application / Insurance Premium Deduction]

"Enter the official company name!"

You should manage suppliers or customers in "Master file". However, even if you keep saying "Register the official company name!" there will be differences such as

Upper case or lower case letter
Double byte or single byte character
Space in between or not

Since October 2015, Japanese government (National Tax Agency) has allocated "Corporate Number" to each and every enterprise in Japan. There, "official company names" (trade names), etc. are strictly managed. And Web-API that can be used free of charge has also been operating. That is almost an "infrastructure", so you have no choice not to use it.

The following Workflow is a scheme of automatic appending of "Customer code" and "Customer name" to SpreadSheet, by entering new customer information. Although it takes a little labor, "official company names" are secured by entering "Corporate number". It has a very significant meaning that it will relieve you from "name-based aggregation" and "data cleaning".

Yes, it will keep "big data" from being ended up in being "big noise-data".

[Customer Master Appending]