Defining Accounts Payable Processes and Developing a User Manual for the Finance Department in Company X
Rönnholm, Carl (2024)
2024
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Julkaisun pysyvä osoite on
https://urn.fi/URN:NBN:fi:amk-2024052114123
https://urn.fi/URN:NBN:fi:amk-2024052114123
Tiivistelmä
This project thesis aimed to provide company X a comprehensive user manual for the accounts payable (AP) department, within the context of using Oracle NetSuite to perform majority of tasks. The project focused on identifying work processes and enhancing efficiency, since most tasks are manual intensive, as it will serve as a comprehensive guide for workflows.
The theoretical framework delved into understanding the AP function and the role of enterprise resource planning (ERP) systems, specifically Oracle NetSuite, in streamlining processes. It also explored the purpose of a user manual in documenting work processes and how it can be enhanced through technical writing. Likewise, how kaizen theory can be utilised to drive continuous improvement.
The development process involved thorough investigations on existing accounts payable and Oracle NetSuite materials, at the same time, learning about the company’s current AP workflow. With this knowledge, the user manual was developed to align with the specific needs and challenges of the accounts payable department.
At the end of the user manual development, a quick pilot test was done to ensure the user manual’s efficacy. Feedback from a well experienced AP specialist and newly onboarded specialist highlighted its success in clarifying procedures, and ultimately improved workflow efficiency. However, added that adding video tutorials in some processes can benefit learning retention. Not only that the user manual demonstrated its benefits for the specialists, it also showcased the importance of continuous improvement, as embodied by the Kaizen Continuum. As this user manual raised awareness in current work processes for improvements later.
Overall, this project thesis displayed the significant importance of well documented work processes in defining and optimising AP workflow. Providing a structured framework, the user manual proved sustainable practices and maximise the benefits of utilising Oracle NetSuite.
The theoretical framework delved into understanding the AP function and the role of enterprise resource planning (ERP) systems, specifically Oracle NetSuite, in streamlining processes. It also explored the purpose of a user manual in documenting work processes and how it can be enhanced through technical writing. Likewise, how kaizen theory can be utilised to drive continuous improvement.
The development process involved thorough investigations on existing accounts payable and Oracle NetSuite materials, at the same time, learning about the company’s current AP workflow. With this knowledge, the user manual was developed to align with the specific needs and challenges of the accounts payable department.
At the end of the user manual development, a quick pilot test was done to ensure the user manual’s efficacy. Feedback from a well experienced AP specialist and newly onboarded specialist highlighted its success in clarifying procedures, and ultimately improved workflow efficiency. However, added that adding video tutorials in some processes can benefit learning retention. Not only that the user manual demonstrated its benefits for the specialists, it also showcased the importance of continuous improvement, as embodied by the Kaizen Continuum. As this user manual raised awareness in current work processes for improvements later.
Overall, this project thesis displayed the significant importance of well documented work processes in defining and optimising AP workflow. Providing a structured framework, the user manual proved sustainable practices and maximise the benefits of utilising Oracle NetSuite.