To All Users of Duke's SAP Financial System: As communicated during the Fall of 2007, Duke University and Duke University Health System are implementing an imaging system for all invoices processed by Accounts Payable. This system, which users throughout Duke will access via Duke's SAP financial system, will provide users with direct online access to images of their invoices in SAP, quicker responses to inquiries from Accounts Payable and Procurement personnel, and fewer frustrations due to lost paperwork. In addition, this functionality will support stronger internal controls throughout Duke, as centralized oversight of expenditures and the routing of documents for necessary internal approval(s) will be much easier. The imaging implementation will be managed in two phases, with Phase 1 to include the vast majority of the imaging benefits for end users throughout Duke (including those detailed above). Phase 2 will include the automation of more sophisticated workflow-technology for invoice approvals, as well as online AP Check Request functionality. Phase 1 functionality will be available in May 2008, with a specific go-live date yet to be determined. As the specific date becomes available, we will communicate it to the all SAP users throughout the University and Health System, along with specific instruction on how to best leverage this new tool. The new Phase 1 functionality will not require any focused training for SAP users, with the exception of certain central administrative personnel with broad oversight responsibilities. SAP financial users will be able to navigate to an invoice image from the related SAP accounting document, or from any of the SAP reports containing financial line item data. We look forward to introducing imaging to the Duke community. Please do not hesitate to contact Jim Allen, Duke's Director of Accounts Payable, with any questions you may have regarding the imaging project, and please forward this message to any members of your team who may be interested in this subject matter.
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