ap invoice automation by columbiasoft

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© ColumbiaSoft, Inc. All Rights Reserved AP Invoice Automation For Paperless Accounting

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Accounts Payable Invoice Automation using Document Locator improves the speed and accuracy of AP invoice processing.

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Page 1: AP Invoice Automation by ColumbiaSoft

© ColumbiaSoft, Inc. All Rights Reserved

AP Invoice AutomationFor Paperless Accounting

Page 2: AP Invoice Automation by ColumbiaSoft

A closed-loop system for paperless AP approval processing Digital capture Profiling Error checking Workflow routing Notifications and alerts Approvals Watermarking Processing and archiving

“Prior to Document Locator, a lot of hours were spent by department managersgoing through filing cabinets researching hard copies of invoices for budgeting, payment histories, and newproject planning.”

Horizon House

Page 3: AP Invoice Automation by ColumbiaSoft

The problem with invoice processing

Manual, time-intensive Delays, errors, lost files Check re-issues Slow filing, retrieval Not scalable Difficult three-way

matching

The average cost of processing an invoice with little or no automation can be up to 20 times greater than the cost with automation.Source: IOMA’s AP Department Benchmarks andAnalysis 2010

20x

Page 4: AP Invoice Automation by ColumbiaSoft

An efficient, paperless approach

Scalable Meet demand during peak processing periods with the ability to

quickly ramp-up processing when volume gets heavy.

Easy three-way matching Invoices, purchase orders, and shipping documents are in digital

order packages.

Streamlined audits Everything is full text searchable, cross-referenced with index

data, and digitally organized.

Reports Improve consistency and visibility over invoice processing cycles.

Page 5: AP Invoice Automation by ColumbiaSoft
Page 6: AP Invoice Automation by ColumbiaSoft

Invoices arriving by mail, fax, email, FTP, or other paper and electronic sources are quickly converted to full-text searchable digital files and made ready for processing in DL.

Page 7: AP Invoice Automation by ColumbiaSoft

Using the DL Profiler tool, invoices are quickly categorized with metadata values including PO#, Invoice#, amount, and other indexing values.

Using index values, invoices are auto-named, saved into the correct digital order package, and then routed into their appropriate approval workflows.

Page 8: AP Invoice Automation by ColumbiaSoft

Verification of index values ensures that invoices are ready toproceed before continuing into approval steps. Rejected invoicesare held for additional review.

Automated workflow notifies approvers with alerts and emails. Every approval is captured electronically. The risk of lost, misplaced, or forgotten files are eliminated.

Page 9: AP Invoice Automation by ColumbiaSoft

Once approved, routing decisions determine if any additional approval steps are necessary based on variables such as dollar amount or spending authority.

Page 10: AP Invoice Automation by ColumbiaSoft

With invoices approved for payment, data is ready for export toAccounting applications, and files archived.

Page 11: AP Invoice Automation by ColumbiaSoft

Windows Explorer integration

Page 12: AP Invoice Automation by ColumbiaSoft

Index files with metadata

Page 13: AP Invoice Automation by ColumbiaSoft

Document management system

Document Locator original release: 2001 Current version: 6.3

Business Solutions We support our customers

Customers praise our support team We innovate with version releases

We provide customized professional services A “best-practices” approach Solutions for specific, unique business challenges

Page 14: AP Invoice Automation by ColumbiaSoft
Page 15: AP Invoice Automation by ColumbiaSoft

Our company

ColumbiaSoft technology helps businesses improve and automate document centric business processes.

Founded in 1998, to become a leading provider ofenterprise-class document management solutions

Eight-Year Microsoft Partner; Gold, ISV Over 700 customers with over 35,000 users

ColumbiaSoft partners

Page 16: AP Invoice Automation by ColumbiaSoft