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A Simpler Approach to AP

A Simpler Approach to AP. Brent Kubik, Senior Account Executive Paul Miller, ECM Services Senior Engineer. Agenda. Goal: Move to Front-End Capture & Workflow Keep it Simple – Automate Incrementally AP Workflow Solution Overview Customer Case Study Panel

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A Simpler Approach to AP

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  1. A Simpler Approach to AP Brent Kubik, Senior Account Executive Paul Miller, ECM Services Senior Engineer

  2. Agenda • Goal: Move to Front-End Capture & Workflow • Keep it Simple – Automate Incrementally • AP Workflow Solution Overview • Customer Case Study Panel • Bradley Corporation – Existing OnBase User • Marion Plywood Corporation – New OnBase User • Audience Q&A

  3. Post Process Capture (paper-based) Print Electronic Invoices Stamp Paper Invoices Determine Department Responsible Finally! The Invoice is in OnBase Scan Check and Invoice Together Interoffice Mail to Department Retrieve Invoice and Match to Check Checks Printed Department routes to Approver AP Files Invoice waiting for Check AP Creates Voucher in ERP Returned to AP via Interoffice Mail Approver Signs and Codes Invoices

  4. Recommendations • Directly import e-mail and faxes > Accomplishes GOAL of no longer printing electronic documents • Scan paper invoices upon receipt > Accomplishes GOAL of making invoices immediately available. > Accomplishes GOAL of providing visibility into Unrecorded Liabilities. • Use Workflow to Route Invoices > Accomplishes GOAL of automating invoice routing. • E-Forms for GL Coding & Check Requests > Accomplishes GOAL of automating approvals & data entry.

  5. Front-End Capture Invoice is in OnBase Import E-mail and Faxes Scan Mailed Invoices Checks and Invoices Linked Classify & Index Invoices Workflow Routes to AP Queue Checks Scanned Into OnBase Checks Printed AP Determines Approver Voucher Created in ERP Invoice Routed Back to AP Approver Codes &Approves Invoice Approver Receives E-mail Notification

  6. Import from Email/VPD/Scanner

  7. Document Separation (if needed)

  8. AP Indexing/Review

  9. AP Routes for Approval

  10. Approver Receives E-mail Notification

  11. GL Coding & Approval

  12. Route to AP for Vouchering

  13. Export to ERP from GL Coding Form

  14. Pending Check Queue • The documents will remain in this queue until they are paid. • Import file from ERP with the check & invoice information. • OnBase will auto-process this file and create the cross references. • The invoice will then be moved to the matched queue.

  15. Work In Process Monitoring

  16. Customer Panel Q&A • Marion Plywood Corporation – Kelly Rottier, CFO • Bradley Corporation • John Zwicki, Division Controller • Betty Rogan, AP • Kurt Kaestner, IT Director • Toni Kreif, OnBase Administrator • Security MicroImaging – Paul Miller, ECM Services Engineer

  17. Future Automation • Intelligent OCR • Automated Classification, Separation & Extraction • Basic: OnBase Intelligent Capture for AP • Advanced: Kofax Transformation Modules • Automated Approval Routing • OnBase Approval Management Module • Bi-directional ERP Integration • OnBase Enterprise Integration Server (EIS)

  18. Future Automation • Mobile Access for iPad/iPhone/Android • Workflow Approvals • E-Form Submittals • Document Retrievals

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