Stage 2 · Taxonomy calibration
Workflow Taxonomy — Finance / AP Invoicing
v1 was pre-seeded from hypothesis. v2 is the canary-calibrated taxonomy used for the wide run and all extraction.
Version
v2 — calibrated after the 3 canary interviews and SME review. 4 workflows added, 1 re-scoped, 1 made explicit.
| ID | Workflow | Node type | Automation potential | Description | Group |
|---|---|---|---|---|---|
| W01 | Invoice Receipt and Logging | Action | Very High | Vendor invoice received; clerk manually enters header data into SAP | Core Invoice-to-Pay Flow |
| W02 | PO Matching (3-Way Match) | Control | Already automated | SAP matches invoice to PO and GRN; ~30-40% failure rate triggers W04 | Core Invoice-to-Pay Flow |
| W03 | Approval Routing | Handoff | High | Approved invoice sent to budget holder by email; 1-7 day wait; WhatsApp workaround | Core Invoice-to-Pay Flow |
| W04 | Exception Handling | Action | Medium | Senior specialist triages parked invoices; resolves root cause; re-routes | Core Invoice-to-Pay Flow |
| W05 | GRN Confirmation | Handoff | High | Procurement liaison posts GRN so 3-way match can proceed; no automated trigger | Core Invoice-to-Pay Flow |
| W10 | Payment Processing | Action | Medium | SAP batch payment run; partially automated; funds transferred to vendor | Core Invoice-to-Pay Flow |
| W06 | FX RevaluationNew in v2 | Action | Very High | NEW (canary) — multi-currency invoice: manual rate lookup, Excel calc, SAP journal | Exception Sub-Flows |
| W07 | Dispute Tracking and Vendor Query ManagementNew in v2 | Action | High | NEW (canary) — vendor calls about overdue/disputed payment; resolved across 3 shadow systems | Exception Sub-Flows |
| W08 | Month-End AccrualsNew in v2 | Control | Medium-High | NEW (canary) — Controller estimates incurred-but-not-invoiced from incomplete data; 2-3 restatements/quarter | Management and Reporting Flows |
| W09 | AP Aging ReportingNew in v2 | Control | Very High | NEW (canary) — Team lead builds weekly 4h manual report; 5-7 day stale on delivery | Management and Reporting Flows |
| W11 | Duplicate Invoice Detection | Control | Very High | Should fire at W01; currently SAP catches exact duplicates only; 2 duplicate payments in 18 months | Automated / System Controls |