smart ap: paperless invoice processing
DESCRIPTION
Learn how RJS' Smart AP solution automates all of Accounts Payable, including the processing of PO and Non-PO invoices, matching, vendor on-boarding, and the one-offs and other documents that don’t fit neatly in your current process. Specifically, Smart AP can scan or capture invoice data into a web form, which can then be used for easy electronic routing through your approval process. Smart AP can easily capture supporting information like line item details or metadata from invoices for easy GL coding, and attach supporting documents, links and original invoice images for easy three-way matching and verification. Learn more about SmartAP and request a live demo: http://www.rjssoftware.com/Products/Catalog/SmartAP/TRANSCRIPT
Presented by :
Bill WhalenSolutions Specialist
RJS Software Systems
Streamline Invoice Processing with Smart AP™
Business Challenges
Smart AP Overview
Process Flow Examples
Demo
Q & A
Agenda
Software developer
Founded in 1990 in Minneapolis
Product focus:
About RJS Software
How RJS automates AP processes
Paper-intensive, inefficient business processes Need automated workflow functionality for AP and other processes Gain new levels of efficiency without adding staff Eliminate paper processing and reallocate staff to value-added work Solve issue of processing and distributing paperwork across departments
and locations Streamline audit preparation and response time Fully utilize and extend existing IT investments across the company
Business Challenges
ERP and other business systems are not user-friendly Paper forms and paper documents require data that has to be re-keyed in to business systems Manual data entry is prone to error Slows down workflow and decision making Difficult to process paperwork across multiple offices and between remote workers Reduces employee productivity Negatively impacts customer service
IT department doesn’t or can’t modify ERP screens
Document imaging not integrated to ERP
Business Challenges
www.intellichief.com 508-594-2700 [email protected]
AP Department Challenges
PO Request process cumbersome and paper based
On average, 3.6% of invoices handled by A/P have errors
Cost of manually handling, checking, and processing a paper invoice and cutting a paper check: $8 to $12 dollars
Taking advantage of vendor discount offers due to processing time
Matching of Receivers, and Invoices major issue
Cost to reproduce documents for audits or customer research
Lack of control during approval process
Visibility of status of invoice process a big need
Increased cost of postage for mailing purchase orders and checks
Average days in payables is too high
Typical AP Paper Process
Common AP Implementation
Smart AP Process Flows
Smart AP
Scan or capture documents into a web form
Route them through any workflow or business process
Works with PO and non-PO processes
Web form: Capture supporting info, like line item details or meta data for GL
coding Capture and attach supporting documents or links Includes various signature capture options for review/approvals
PO based process: Documents are captured and indexed into WebDocs using the RJS
Scan Workstation and the Click-to-Index Screen Integration or DocAlpha, then routed in Web Form for approval and GL coding. This option can be used with Routing and Enterprise Workflow.
Non PO-based process: Step 1 - Fill out Web form request with supporting information
and route for approval. Request notification received and review PO web form for
approval. Step 2 - After Invoice is captured it then launches web form in a
route for GL coding.
Smart AP process flows
ERP or database data is collected to populate web form or data can be used to validate captured fields.
Captured image is saved to WebDocs and then routed in web form to desired workflow inbox for approvals or GL Coding.
Index/line item detail can be captured at capture time and populate Index fields or GL grid.
• Index capture• Footer/Header• Line Item Detail
Workflow• Built in Routing• Enterprise Workflow (BPM)
After GL coding and or approvals data from the web form can update ERP or
database(s).
• Index information
• GL coding grid
• Document image
• Related linked documents for matching
• Approval/signature options
• Other web forms controls are also available
• Scanned documents
• Electronic documents
• Email/Fax
Data and documents are released to
WebDocs, WebForms,
Workflow, ERP/Line of Business System.
• Image clean-up with VRS,Index Extraction
• OCR/Barcode
• Windows Application
• iSeries (Green-Screen)
Invoice
Document Capture Processing
Document Capture and Indexing Data/Document Import
• Scanned
• Electronic
• Fax
Data verification and validationon exception documents
Data and documents are
released to WebDocs, WebForms Enterprise Workflow,
ERP/Line of Business System
Image clean-up,data and
index extraction
þInvoice
Advanced Forms/Document Processing (DocAlpha)
Document Capture and Indexing Data/Document Import
Invoices are scanned
Data Verification and Validation
Release to WebDocs
Image clean-up, Data Extraction
þInvoice
1. 2. 3. 4.
Forms Processing (OCR)
Capturing paper documents with forms processing technologyThe difference from standard OCR – Fingerprints and Business Rules
The Challenge of AP Scanning – Template-Based OCR vs. Integrated Scanning
Statistics about OCR (Optical Character Recognition)Accuracy is not actually 95%+ as people advertise
This means that an OCR engine will read 95% of the indexed CHARACTERS, not documents
A OCR Engine rated at 95% accurate is being used on a 9-digit field, the true accuracy is 69.8% because the engine is reading 95% to the 9th power
OCR is only as good as print and scan qualityDPI is increased, increasing your storage size
PO Process Flow
4. Document ManagementSystem / ERP
updated with GL information.
2. Invoice is then routed in a WebForm to predefined workflow or self directed
workflow for approvals and/or GL coding.
Note: Users can also get notification at this time.
1. Invoice captured via scan/email/fax.
Invoice saved in Webdocs and
routed through Workflow with the
appropriate indexes keys.
3. Invoice routed to AP clerk’s inbox or into departmental inbox for review and GL coding.
Note: If using line item extraction software (DocAlpha) the information can be populated on the GL coding screen
automatically.
Non-PO Process Flow (Purchase Request Approval)
1. Purchase request form filled out (WebForms).
2. Request submitted for approval.
3. Manager receives email notification.
4. Manager clicks on link/logs in to view request.
5. Manager approves/rejects request.
6. iForms outputs a Purchase Order.
7. Form saved in WebDocs/distributed.
Non-PO Process Flow (Vendor Invoice Capture)
1. Invoice is received and captured.
2. Content/index capture occurs.
3. Captured data placed into web form, ERP & Doc Mgmt systems updated.
• Forms processing• Application
integration• OCR/barcode• Database
validation/backfill
4. Matching Process.
Invoice
When invoice is captured matching process is launched to match invoice
with related documents and PO requisition.
When invoice is captured
AP workflow is launched and
web form is routed for GL coding.
Non-PO Process Flow (Notification and Payment)
1. After invoice is captured and
matching process completes,
AP workflow is launched and
web form is routed for GL coding and
payment processing.
2. AP Clerk – Receives notification and workflow document so it can
be GL coded
5. WebDocs updated.
3. ERP updated with GL
information and check
information.
4. iForms creates check
Demo
Automated – End to End Solution PO Request Process with Audit Trail Auto Capture Info: Extract information from invoice form without keying. Automated matching of documents: Match PO, receivers, invoices, and even
checks. Workflow for Exceptions
Reducing the Paper Shuffle Less Paper and Storage: Copies kept in multiple locations can be eliminated. This
reduces cost for storage and personnel while mitigating risk. Users will also be able to email, fax, view, or print without creating multiple copies in multiple locations.
Solution and Benefits Overview
Processing efficiency Your ERP is the core: Your keystrokes within your ERP system feed the document
management database. This standardizes data entry, eliminates redundant data entry and allows for easy retrieval of data and documents from the system.
Immediate access: Get direct access to documents from ERP or other systems anywhere, anytime.
No printing: Electronic documents digitally move through processes and are instantly available from authorized users’ desktops.
Quicker resolution Manage reviews and approvals: Automated workflow will allow users to
electronically route, review, and approve documents in-process without ever moving a physical document.
Solution and Benefits Overview (continued)
One-on-One Demo/Follow-Up Call Show live demo. Deep-dive look at solution. Answer specific questions about the solution and how it may fit your situation.
Solution Design Comprehensive planning and analysis service. Analyze current business processes. Identify areas for improvement or automation. Work with you to establish a project plan and solution recommendation.
Next Steps
Question and Answer Time
