Your Accounts Payable Payment Processing Data Template
Your Accounts Payable Payment Processing Data Template
This is our generic process mining data template for Accounts Payable Payment Processing. Use our system-specific templates for more specific guidance.
Select a specific system- Standardized data schema compatible with any financial system
- Essential activity milestones for end to end payment tracking
- Comprehensive attribute list for deep performance and compliance analysis
Accounts Payable Payment Processing Attributes
| Name | Description | ||
|---|---|---|---|
| Activity Activity | The specific process step or status change that occurred. | ||
| Description This attribute defines the event that took place at a specific point in time, representing the lifecycle of the invoice. Examples include Invoice Created, Approval Requested, Payment Block Applied, or Payment Issued. In process mining, this field determines the nodes in the process map. It is essential for visualizing the flow of work and identifying the sequence of operations that an invoice undergoes before being cleared. Why it matters It defines the process flow and is necessary to visualize the sequence of steps in the process map. Where to get Derived from transaction logs, status change history tables, or audit trails within the source system. Examples Invoice CreatedInvoice ApprovedPayment Block SetPayment Run CreatedPayment Cleared | |||
| Case ID CaseId | The unique identifier for the specific invoice being processed. | ||
| Description This attribute serves as the central key for linking all events within the Accounts Payable process. In the context of AP, this is almost exclusively the Invoice Number or a concatenation of Vendor Number and Invoice Number to ensure uniqueness across the dataset. It enables the reconstruction of the end-to-end process flow for every individual invoice document. Analysts use this field to distinguish between different transaction instances, allowing for the calculation of case-level metrics such as cycle times and rework counts. Why it matters It is the fundamental unit of analysis for process mining, allowing individual invoices to be tracked from receipt to final payment. Where to get Typically found in the invoice header table or the main document journal of the ERP system. Examples INV-2023-0019988776655VEND01-INV500AC-9928120231025-44 | |||
| Event Time StartTime | The timestamp indicating when the specific activity occurred. | ||
| Description This attribute records the exact date and time a specific event took place. It provides the temporal dimension necessary to sequence activities correctly and calculate duration between steps. Accuracy in this field is critical for determining cycle times, identifying bottlenecks, and analyzing throughput. It serves as the basis for all time-based KPIs, such as the time taken to approve an invoice or the total duration from invoice receipt to payment. Why it matters It is required to sequence events chronologically and calculate all duration-based metrics. Where to get Found in system logs, transaction entry timestamps, or change modification dates. Examples 2023-10-15T08:30:00Z2023-10-15T14:45:12Z2023-10-16T09:15:00Z2023-11-01T10:00:00Z2023-11-05T16:20:00Z | |||
| Last Data Update LastDataUpdate | The timestamp of when the data was extracted or refreshed. | ||
| Description This attribute indicates the freshness of the data used in the analysis. It is typically a metadata field generated by the extraction tool rather than a field residing in the source system itself. Analysts use this to understand the latency of the dashboard and to verify that the data reflects the most current state of the business process. It is particularly important when troubleshooting missing recent transactions. Why it matters It ensures data currency and helps identifying synchronization issues. Where to get Generated by the ETL pipeline or data connector during the extraction execution. Examples 2023-11-10T23:59:59Z2023-11-11T06:00:00Z2023-11-11T12:00:00Z2023-11-11T18:00:00Z2023-11-12T00:00:00Z | |||
| Source System SourceSystem | The name of the application or database where the record originated. | ||
| Description This attribute identifies which ERP or financial system generated the data. In complex environments, organizations may run multiple instances of SAP, Oracle, or legacy systems simultaneously. It is used to filter analysis by system instance and to handle potential data collisions if invoice numbers are not unique across different systems. This allows for comparative analysis of process performance across different technical environments. Why it matters It allows for differentiation of data streams in multi-system environments. Where to get Usually a static string added during the data extraction or transformation process. Examples SAP_ECC_NAOracle_Fusion_EUDynamics365_ProdNetSuite_GlobalLegacy_AS400 | |||
| Due Date DueDate | The date by which the payment is contractually required. | ||
| Description This attribute specifies the deadline for payment to the vendor. It is usually calculated by the system adding the payment term days to the baseline date. Comparing the actual payment date against this attribute allows for the calculation of on-time payment rates and late payment metrics. It is critical for managing cash flow and avoiding late fees or supplier relationship strain. Why it matters It is critical for calculating On-Time Payment rates and managing late penalties. Where to get Found in the invoice header or payment schedule tables. Examples 2023-10-312023-11-152023-11-302023-12-012023-12-15 | |||
| Invoice Amount InvoiceAmount | The total monetary value associated with the invoice. | ||
| Description This attribute represents the gross value of the invoice that requires payment. It is usually stored in the document currency and may need conversion for aggregated reporting. It is vital for financial impact analysis, allowing users to prioritize process improvements based on working capital impact rather than just case volume. High-value invoices may follow different approval workflows compared to low-value items. Why it matters It enables value-based analysis of process inefficiencies and working capital impact. Where to get Found in the invoice header table, typically labeled as gross amount or total amount. Examples 1500.00250.5010000.0045.99500000.00 | |||
| Invoice Date InvoiceDate | The date the invoice was issued by the vendor. | ||
| Description This attribute reflects the document date as printed on the physical or digital invoice. It differs from the entry date or the posting date in the system. This date is the starting point for calculating the age of the invoice and is often used as the baseline for calculating payment due dates based on agreed payment terms. It is essential for analyzing the lag between invoice issuance and invoice receipt/entry. Why it matters It acts as the baseline for aging calculations and payment term compliance. Where to get Found in the invoice header, representing the document date. Examples 2023-10-012023-10-102023-10-152023-10-202023-10-31 | |||
| Payment Date PaymentDate | The date when the payment was actually executed or cleared. | ||
| Description This attribute records when the funds were transferred or the check was issued. In some systems, this may be distinct from the clearing date when the bank processes the transaction. It marks the end of the accounts payable liability for the specific invoice. Analysts use this to calculate the final cycle time and to verify if early payment discounts were successfully captured. Why it matters It marks the completion of the cycle and is used to verify Discount Capture. Where to get Found in the payment or clearing document tables linked to the invoice. Examples 2023-10-282023-11-142023-11-282023-12-052023-12-10 | |||
| PO Number PurchaseOrderNumber | The reference number of the purchase order associated with the invoice. | ||
| Description This attribute links the invoice back to the procurement process. If populated, it indicates a PO-backed invoice, which typically follows a 2-way or 3-way matching process. It is used to calculate the rate of PO vs Non-PO invoices. Discrepancies between the PO data and the invoice data are a common source of payment blocks and rework. Why it matters It allows for analysis of PO-matching efficiency and differentiates PO vs Non-PO flows. Where to get Found in the invoice header or line item tables. Examples PO-450001450009922P100200ORD-5521PUR-2023-88 | |||
| Vendor Name VendorName | The name of the supplier or entity issuing the invoice. | ||
| Description This attribute identifies the external partner involved in the transaction. It is often linked to a master data record that contains further details like payment terms and banking information. Analyzing this attribute helps identify vendors that cause frequent process exceptions, such as price mismatches or missing information. It allows for the calculation of vendor-specific cycle times and rework rates. Why it matters It enables segmentation of process performance by supplier to identify problematic vendor relationships. Where to get Found in the invoice header or by joining with the vendor master table. Examples Acme CorpGlobal Services LtdOffice Supplies CoTech Solutions IncLogistics Partners | |||
| Company Code CompanyCode | The identifier for the legal entity or subsidiary. | ||
| Description This attribute separates data by organizational unit, such as a specific subsidiary, country, or legal entity. It is crucial for large enterprises with operations in multiple regions. It enables benchmarking performance between different business units. Process variations often exist between company codes due to local regulations or differing operational maturities. Why it matters It enables benchmarking and filtering across different organizational units. Where to get Found in the invoice header table. Examples US01DE0110002000UK_OPS | |||
| Document Type DocumentType | The classification of the invoice document. | ||
| Description This attribute categorizes the transaction, distinguishing between standard invoices, credit memos, down payments, or subsequent debits. Each type may trigger different workflow rules. Understanding the mix of document types is important for interpreting process metrics. for example, credit memos often follow a reverse flow or specific approval path that can skew average cycle times if not segmented. Why it matters It distinguishes between Invoices, Credit Memos, and other financial documents. Where to get Found in the invoice header table. Examples Standard InvoiceCredit MemoDown PaymentNon-PO InvoiceRecurring Invoice | |||
| Payment Block Reason PaymentBlockReason | The code or reason why an invoice is blocked for payment. | ||
| Description This attribute indicates the specific reason preventing an invoice from being paid, such as Price Variance, Quantity Variance, or Missing Goods Receipt. It is a key indicator of process friction. Analyzing the frequency and duration of specific block reasons helps identify the root causes of payment delays. Reducing these blocks is often the fastest way to improve touchless processing rates. Why it matters It identifies the specific root causes of process friction and payment delays. Where to get Found in the invoice header or line item tables. Examples Price VarianceQuantity VarianceMissing GRManual BlockAudit Required | |||
| Payment Terms PaymentTerms | The code or description defining the agreed payment timing and discounts. | ||
| Description This attribute defines the contractual conditions for payment, such as Net 30 or 2/10 Net 30. It governs when the invoice becomes due and if any early payment discounts apply. Analyzing this field helps organizations optimize cash flow by ensuring they are not paying too early (losing working capital) or too late (incurring penalties), and maximizing discount intake. Why it matters It defines the rules for due dates and discounts, essential for cash flow optimization. Where to get Found in the invoice header, often inherited from the vendor master. Examples NT302/10 Net 30IMMEDIATEZ001Net 60 | |||
| User User | The identifier of the person or system account performing the activity. | ||
| Description This attribute records who executed the specific process step. It can distinguish between human users and system automation (bots or batch jobs). It is used to calculate the automation rate (Touchless Rate) and to analyze segregation of duties compliance. It also helps in identifying training needs if specific users consistently trigger rework or errors. Why it matters It allows for Segregation of Duties analysis and calculation of Automation Rates. Where to get Found in transaction logs or system audit trails. Examples JSMITHSYSTEM_BATCHK_DOEAP_BOT_01WORKFLOW_SYS | |||
Accounts Payable Payment Processing Activities
| Activity | Description | ||
|---|---|---|---|
| Invoice Approved | The final authorization granted by a designated approver or system rule. This step clears the invoice for financial posting and subsequent payment. | ||
| Why it matters A key milestone that ends the approval cycle time and typically releases the invoice for payment. Where to get Recorded in workflow history tables when the final approval action is executed. Capture Extract the timestamp of the final approval action from workflow logs Event type explicit | |||
| Invoice Created | The initial recording of the vendor invoice data into the ERP system. This event marks the start of the digital lifecycle for the liability, whether manually keyed or imported via interface. | ||
| Why it matters Establishes the baseline timestamp for calculating the total cycle time of the accounts payable process. Where to get Usually found in the invoice header table creation timestamp or the first entry in the document change log. Capture Extract the creation timestamp of the invoice header record Event type explicit | |||
| Invoice Matched to PO | The successful association of invoice line items with a corresponding Purchase Order or Goods Receipt. This validation step confirms that the goods were ordered and received before payment processing. | ||
| Why it matters Essential for measuring the touchless rate and the efficiency of the three-way matching process. Where to get Found in purchase order history tables or by identifying a status change indicating a successful match. Capture Track the event where a link is established between Invoice Line and PO Line Event type explicit | |||
| Invoice Posted to Ledger | The commitment of the financial transaction to the General Ledger. This action creates the official liability in the accounting system. | ||
| Why it matters Represents the point of no return for the financial record and updates the vendor balance. Where to get Found in the general ledger entry table or by the assignment of a posting date. Capture Extract the posting date or entry timestamp from the general ledger table Event type explicit | |||
| Payment Block Applied | The placement of a hold on the invoice preventing it from being included in a payment run. This can be done manually for disputes or automatically due to variances. | ||
| Why it matters Directly impacts on-time payment rates and supplier relationships by pausing the process. Where to get Identified by monitoring changes to the payment block field or hold status flags. Capture Track updates that set the Payment Block or On Hold flag to true Event type explicit | |||
| Payment Issued | The generation of the payment instrument, such as a check print, wire transfer, or EFT file. This reduces the open liability on the vendor account. | ||
| Why it matters The definitive end of the internal accounts payable process for the specific invoice. Where to get Captured when the payment document is generated or the payment status updates to Sent. Capture Extract the creation timestamp of the payment document linked to the invoice Event type explicit | |||
| Invoice Approval Requested | The submission of the invoice to a workflow engine for management authorization. This marks the transition from data entry and validation to the approval phase. | ||
| Why it matters Separates the technical processing time from the management decision-making time in the cycle. Where to get Captured from workflow history logs when the status changes to Pending Approval or similar. Capture Identify the workflow initiation event in the approval history table Event type explicit | |||
| Invoice Cancelled | The voiding or reversal of the invoice record, effectively terminating the process without payment. This usually occurs due to duplicate entry or fundamental errors. | ||
| Why it matters Highlighting cancellations helps identify upstream process failures and wasted effort. Where to get Captured when the document status changes to Voided or a reversal document is linked. Capture Track status changes to Voided or the creation of a reversal entry Event type explicit | |||
| Invoice Data Updated | Any modification made to the invoice header or line items after initial creation. Frequent occurrences often signal manual rework, OCR extraction errors, or master data inaccuracies. | ||
| Why it matters High frequencies of updates indicate process inefficiencies and opportunities for automation improvement. Where to get Typically recorded in system change logs or audit trails associated with the invoice object. Capture Identify updates to specific fields like Amount, Vendor, or Date in the audit log Event type explicit | |||
| Invoice Due Date Passed | A calculated event indicating that the current date has surpassed the net due date of the invoice while it remains unpaid. This flags the invoice as overdue. | ||
| Why it matters Critical for analyzing on-time payment performance and potential late penalties. Where to get Calculated by comparing the invoice due date against the payment date or current date. Capture Calculate when the Due Date is less than the current timestamp for open items Event type calculated | |||
| Invoice Match Failed | A validation error occurring when the invoice details do not align with the Purchase Order or Goods Receipt within defined tolerances. This usually triggers an exception handling workflow. | ||
| Why it matters Identifies the root causes of process friction, such as price variances or quantity discrepancies. Where to get Often inferred from error logs, specific blocking codes, or status flags indicating a variance. Capture Infer from the application of variance-specific hold codes or error messages Event type inferred | |||
| Payment Block Released | The removal of a previously applied hold, making the invoice eligible for payment selection. This typically signifies the resolution of a dispute or variance. | ||
| Why it matters Indicates the successful handling of an exception and the resumption of the standard process flow. Where to get Captured when a payment block field is cleared or a hold status is changed to active. Capture Track updates that change the Payment Block or On Hold flag to null or false Event type explicit | |||
| Payment Cleared | The confirmation from the bank that the funds have been successfully transferred. This is reconciled against the bank statement in the system. | ||
| Why it matters Confirms cash flow impact and closes the loop on the financial transaction. Where to get Found in bank reconciliation tables or when the payment status changes to Cleared. Capture Identify the timestamp when the clearing date is populated on the payment record Event type explicit | |||
| Payment Proposal Created | The selection of the invoice into a preliminary payment batch or journal. This indicates the intent to pay and reserves the invoice from other payment runs. | ||
| Why it matters Marks the start of the payment execution phase and helps analyze payment batch efficiency. Where to get Recorded when an invoice is linked to a payment proposal header or payment journal line. Capture Identify when the invoice ID is added to a payment run proposal table Event type explicit | |||
Extraction Guides
Extraction methods vary by system. For detailed instructions,