Accounts Payable (AP) is one of the most paper and

time intensive process within an organization. As millions

of invoices arrive, organizations face a lot of challenges

in processing them manually. Manual invoice processing

extends cycle time, and increases risk of errors and time

involved in verification and approval of documents.

Automating enables organizations to process invoices

accurately and efficiently, and reduce the number of

people involved in the process.

NIIT Technologies’ Accounts Payable solution enables

clients to easily, access, manage and process millions of

invoices submitted to the organization. It provides

various mechanisms for seamless integration with

existing systems. It ensures swift processing, timely

reimbursement and immediate release of approved

payments. NIIT Technologies BPM (Business Process

Management) is a solution suite that can also be used to

automate other business processes too.

Accounts Payable – Automating your Invoicing processes

www.niit-tech.com

Efficient invoice processing based on workflows and business rules.

Better resource utilizationTransparency and collaboration with suppliers

Improved document management with regulatory compliance

Manufacturing & Distribution

Business Challenges Some of the critical challenges organizations faces are:

• Different formats of paper invoices

• Manual entry of invoice data (exposes organizations to data

entry errors, high costs and extended time delays)

• Slow verification and approval process leading to inefficient

invoice processing

• Delay in processing and release of payments

• Document management – storing, searching and retrieving

documents

NIIT Technologies has implemented an automated electronic

solution that enables clients to easily capture invoices,

automate the data entry process, digitize the approval process

and release payments electronically. It offers a user friendly

interface with an innovative drag and drop modeling editor to

process invoices.

Business Solutions NIIT Technologies accounts payable system offers various

reports and dashboards to monitor, track, measure and report

the entire accounts payable process, thereby providing

accurate and accelerated invoice processing.

We offer a collaborative supplier portal that allows suppliers to

upload scanned images and check processing status of

invoices. As per the business rules defined in the workflow

modeler, invoices are efficiently processed in the back-end ERP

application. Figure 1 depicts application integration with SAP.

In the first step, invoices are scanned and important

information such as vendor details, invoice number, purchase

order number, amount, date and bar code value is extracted

and captured without the need to define a template for each

vendor invoice.

Once the invoices have been uploaded by the suppliers, a three step approach is followed to implement the accounts

payable solution.

Figure 1: Application Integration with SAP

Goods / ServicesReceived

GRN preparedin SAP

Invoicereceived

Bulk Scan,& Index

Exceptions, EscalationsAlerts etc

MIRO / FB60ME23N, MB03

2 / 3 / 4 waymatch

InvoiceApproval

Auto InvoicePosting in SAP

Auto Paymentrun in SAP

Figure 2: Three Step Approach

e-Invoice

Scanning & Extraction Workflow Engine

SAP

Paper Invoice

ReceivingInvoice

Verification,Approvals,

3-way match &Data entry

DocumentManagement

SAP

In the second step, the captured data is verified with data in the

SAP database using a web based user interface. Each of the

invoices is instantly verified for duplicity using multiple filters

and checks defined. In case of duplicate/invalid invoices auto

exception is raised and the invoice is rejected. If the invoice is

correct, it is processed as per the defined business rules. Once

the invoice has been processed auto email alerts are sent

based on predefined rules to designated teams and users for

approval. The designated team/users can respond in standard

templates (MS Word/Email) with direct links to work items. In

case of missing documents, auto alerts are sent back and

work items are redirected. When the approved invoice meets

the regulatory requirements, the response received is directly

captured in the workflow. After the approval, payment details

like cheque number, amount etc. are captured from the SAP

ERP and the payment is released to the vendor.

In the third step, the documents post processing is

automatically archived in the data server and can be used by

employees to track past payments easily. The archived

documents are linked to the respective transactions in SAP.

ApplicationsNIIT Technologies, with the help of its domain expertise, also

offers a suite of integrated applications to overcome the

challenges faced by the clients.

OmniScan – Production Level Scanning Solution

OmniScan is a powerful, production-grade document capture

solution that provides high-speed scanning, document

separation and indexing. It supports various image cleaning

and enhancement techniques including de-skewing, and

removal of speckles, unwanted borders, and horizontal and

vertical lines.

OmniFlow – Process Workflow

OmniFlow is a platform-independent and scalable Business

Process Management (BPM) solution that enables automation

of organizational business processes. It provides user-friendly

Graphical User Interface (GUI) with drag and drop support that

helps design business processes or workflow templates. This

graphical tool can draw and print flow chart of processes.

OmniDocs – Document Management System

OmniDocs is a Document Management System that provides

the capability of creating, capturing, managing, archiving and

accessing large volumes of documents and contents. It has

features like check-in/check-out, version control, library

services such as folder/sub-folders, and access controls. It

also provides date based and full text enterprise class search

capabilities on document properties and data indexes.

OmniDocs’ inbuilt Image Viewer provides support for image

document viewing and applying annotations.

Business BenefitsNIIT Technologies can help you streamline your Account

Payables process and achieve the following benefits:

• Efficient invoice processing based on workflows and

business rules.

• Improved document management with regulatory

compliance

• Transparency and collaboration with suppliers

• Better resource utilization

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Partner with NIIT Technologies to align your IT goals with your business objectives

Write to us at marketing@niit-tech.com www.niit-tech.com

NIIT Technologies Ltd.Corporate Heights (Tapasya)Plot No. 5, EFGH, Sector 126Noida-Greater Noida ExpresswayNoida – 201301, U.P., IndiaPh: + 91 120 7119100Fax: + 91 120 7119150

NIIT Technologies Inc.,1050 Crown Pointe Parkway5th Floor, Atlanta, GA 30338, USAPh: +1 770 551 9494Toll Free: +1 888 454 NIITFax: +1 770 551 9229

NIIT Technologies Limited2nd Floor, 47 Mark LaneLondon - EC3R 7QQ, U.K.Ph: +44 20 70020700Fax: +44 20 70020701

NIIT Technologies Pte. Limited31 Kaki Bukit Road 3#05-13 TechlinkSingapore 417818Ph: +65 68488300Fax: +65 68488322

NIIT Technologies AdvantageNIIT Technologies is a global sourcing organization, providing

enhanced customer services. Our focus on select industry

verticals including Manufacturing and Distribution, Travel,

Transportation and Logistics (TTL), Banking and Financial

Services, and Insurance has helped us create differentiation

through specialization.

NIIT Technologies’ deep understanding of businesses has

helped clients handle millions of invoices per day providing

scalability, fault tolerance and availability. Our technology

expertise and business understanding ensures real time

tracking of invoices and multiple levels of administration,

authorization and access control.

A leading IT solutions organization | 21 locations and 16 countries | 8000 professionals | Level 5 of SEI-CMMi, ver1.2 ISO 27001 certified | Level 5 of People CMM Framework