Not Directly Modify Expense Paid Data!

"Rewriting the data that has been entered in the upstream Step, in the downstream Steps."

It is a familiar case though, it makes me restless somehow. In particular, I feel nervous for "overwriting" in a Business flow to carry out "settlement of cash", such as "Expense Reimbursement claim". However, the operation cannot be expedited if each and every small mistake was sent back to the upstream Step... Particularly, such as the mistakes in selecting "Expense item" occur routinely.

The following Workflow, although it is very similar to the one which was published in the previous article, has been arranged a [Script Step] for duplicating items in the middle of the flow.

It separately manages

• A) Data that the applicant have entered
• B) Data that modified by an Accounting personnel

[Expense Reimbursement claim flow-original preserving]

Output Necessary Items out of Expense Paid Data in Table Type into CSV

There would never be a Workflow that is suitable for [Table type data] other than "Expense reimbursement claim flow".

• There would be an "Input format" in each company,
• "Number of applications" would differ according to the department and personnel.

[Table type data] which allows you to design columns as much as you want, and is capable of accepting data entry in any number of lines, is a strong ally for a Business Process designer. In short, you can design "variable-length data" easily.

However, on the other hand, it might be a trouble for the people who aggregate the business data. That is, 'The format is not so for the aggregation!'

In the following Workflow, data shaping will be carried out automatically before the end of it. That is from the idea of creating data which is more accessible in the 'next operation' separately. Though, in formatting case like this, [Script Step] is inevitable. (Programming knowledge helps yourself)

[Expense Reimbursement Claim flow-CSV Generation]

Cooperation of Invoicing Flow and Accounting System

It is no exaggeration to say that all business activities are carried out for the sake of "billing". However, the difficulty of its business process designing is high.

Speaking about "Quotation" (Previous article), it roughly would be 1) approval by supervisor, 2) submission to the client, 3) deal confirmation. In its designing,

• "Expertise" such as tax and accounting
• "Systems knowledge" such as data processing or collaboration with other systems
• Devising of mutual supervision (internal control) such as separation of accounting bookkeeping from Receipts and expenditure

are not needed. ("Quotation Issuance flow" is Peaceful than I have imagined.)

Whereas, 'Billing' has its Downstream Steps such as "Bookkeeping of accounts receivable", "confirmation of payment", "storing as evidence". In fact, it varies according to the industry and the business formats of the company, or the accounting policies, or the deployed systems. Even for the starting point and the end point of the business process, state of "To-Be" is different depending on the companies.

The following Workflow is a Business Process that is focused on "After issuing the bill". Although it is the business process that is closed to the Accounting section, it is devised to "reduce the labor of inputting to the Accounting software / Cloud-accounting".

[Bill Issuance - Bookkeeping]

Centrally Management for the Quotation Data

"I need to sell it, even discounting it!"

As a matter of course it depends on the industry, 'a quotation that is required to be approved' is often needed in the business scene. Sometimes numbers of Quotations which are different in 'Delivery deadline' or 'estimated price' are needed.

However, for the supervisor, he / she cannot approve on so many quotations that look alike so soon.

• Is the 'Delivery Deadline' right?
• Is the 'discounted price' fair?
• Is the 'expiration of quotes' proper?

The job for approver is to make judgements comparing with others. (It is not a job to find a transcription error or typographical error.)

The following Quotation Approval flow is to generate Quotation PDF automatically after the quotation data have been approved. On the Step of approval judgement, the approver can concentrate on the job. For example, it is also easy to make a judgment by comparing with the past quotations that had been approved or rejected.

As a matter of course, quotation data will be accumulated beautifully, if the Quotation approval operation is processed along this Workflow. Along with, approved quotation PDF will also be accumulated. The knowledge of predecessor will be taken over. Isn't it wonderful?

[Quotation Approval flow]

Platforming the Translation Workflow

Manuals, Press release, Website...

Translation job is born in various sections. Certainly, Outsourcing and Crowdsourcing could be the options for 'translation on common matters'. However, I would say, translation of sentences that are full of terminology should be done in-house. (Or else, you should concentrate on specific translation requestee.)

The following is a simple translating operation.

Notably, that it displays the sentences to be translated on the left side of 'two column layout', and the translation can be written in the Input field on the right side. Particularly for shorter manuscript, the translator will treat it quickly only with the Web browser. (The Spellchecker as browser plug-in would also be helpful.)

Also, it can be said it is very excellent that "the amount of work" (number of characters in the translation) is automatically measured, in addition to recording of basic Workflow information such as Who/ When.

[Translation flow]

Review and Share the Script for Data Editing on Workflow!

'Red pen' is the best way to review a draft by your subordinate?

Indeed, I feel good in writing my comments freely after printing out the draft onto paper, like

• This expression is unacceptable!
• These sentences are hard to understand!!
• More specifically about this!!!

In some cases, I would draw arrows or enclose the entire sentences... A red pen provides a good efficiency. (As long as paper can be handed, as I can supplement verbally, as it shouldn't be recorded...)

This 'function of a red pen'(?) probably corresponds to the "Review function" of a PC software. On "Microsoft Word", the reviewer writes in 'Track change' mode, and the drafter confirms in 'Show Markups' mode.

However, how do I do this on Web workflow?


The Workflow below represents "Reviewing on JavaScript". In this reviewing process, the manuscript to be reviewed is displayed on the left side of 'Two column layout', and on the right side, you can enter your comments into the input form.

Certainly, I can't help feeling 'this setting is too simple as a mechanism'. But, if you use it, you will find it is surprisingly convenient. First of all, it is wonderful that you can quickly handle the reviewing without even booting special software.

[Script Reviewing flow]

Efficiency by 'Template Sentence'

In the case of writing a 'Description of the company', for example, there will be various ways such as;

• Lightly in short sentences / tightly in long sentences
• Current property / history of the past

Or in the case of writing a 'description of a product', the way of writing may vary according to

• to write concept of the product / details of the functions
• to write toward people who see for the first time / write toward people who already know

Certainly, for the experienced staffs, the ' writing' could be done quick and easy. However, for rookies and newcomers, it would be a time-consuming duty.

The following Business Process is a Workflow for registering "reusable sentence (template)", and at the same time, accepting "Improving comments". It might be a knowledge database, rather than a workflow. It is not only to improve the deskwork efficiency, but also to build common recognition in the company. (Also for people who register, it becomes note for future reference.)

1. Originating (ordinary): Product introduction, Technology description, Business description
2. Originating (extraordinary): Failure announcement, Emergency action report, Questioning
3. Replying: Appreciation for inquiry, Apology to the complaint, Refusal against Sales

[Registration of Template and Review]