Payment Solutions for QAD Users

Capital Safety EZPay Implementation

Andy McDonaldIT Business Solutions Analyst

• Capital Safety Canada signed checks by hand– Also a desire to begin using Positive Pay and ACH

• Capital Safety USA needed to upgrade signatures, Positive Pay, and ACH– US had a legacy hardware solution– US also had a manual Positive Pay and ACH process

Business Need

Image of US Current

• 1 – LAN convert• 2a – LAN to LPT port• 2b – LPT to LPT

Upgraded US Cables

• Power• Network• Key

Comparison

Project Summary

• Lower cost of stock

• Less work for ACH

• Less work for Positive Pay

• Better security

• Less cables and fewer points of failure

Project Summary

• Getting QAD output to file from Linux to Windows properly was an issue.– 2 files – check + payment Specifications

• Scheduling time with end-users

• Doing 2 separate QAD installs made project take longer than anticipated

Contact Information

Andy McDonald – Capital Safety USAamcdonald@capitalsafety.com

A Closer Look at Electronic Payments

David AdamsChannel Sales Support Manager

ACOM Solutions, Inc.

Current Trends in Paperless Accounts Payable

The movement to paperless payables is being driven by three factors:

• Need for more efficiency, especially in tough economic cycles

• The need for better risk management & business continuity

• Advances in electronic technology

AP Challenges

• Over reliance on people & paper-based processes

• Manual processes = discrepancies & exceptions

• Low productivity & higher invoice processing costs

• Electronic Invoicing = accuracy & less discrepancies

• Electronic ACH payment adoption rates

Automation Priorities 2012

2012 Invoice & Workflow Automation Adoption Benchmarking Survey Report - PayStream Advisors

Why is ePayment Adoption So Low?

• Difficult and time consuming to launch

• Cumbersome enrollment process & labor intensive

• Difficult managing vendor information

• Challenges managing disparate systems

Traditional Vendor Sign Up

Ongoing Manual Updates to Accounting System

with Vendor Banking Information and Email

Addresses

Ongoing Mass Mailings

Manual Capture of Vendor Email

Addresses

Manual Capture of Vendor Banking

Information

Faxes, Emails Ongoing Vendor Communication

Mass Mailing and Phone Calls

A Compelling ROI for Paying Electronically

• A clear, justifiable ROI exists when implementing a unified ePayment solution

• More Secure than Paper Checks

• Immediate Electronic Remittance Delivery

Why Pay Electronically?Let’s Do the Math

Cost to process Check $2.25

Cost to process ACH $0.15

The math: 1500 checks/mo. at $2.25 each = $3,375

Annual cost = $40,500

If 50% move to ACH at $0.15 each:

Savings of $2.25 - $0.15 = $2.10 each

750 ACH payments x $2.10 =

$1,575 per month

An Annual Savings

of $18,900!

ACH E-Mail or Fax

Remittance

MICR Laser

Printers

Your QAD Application

Print Files

eArchive - Save Copy as Indexed PDF File

in EZContentManager

Self Service Portal

ACOM’s Approach to Electronic Payments

• Rapid vendor enrollment• Automated online enrollment process • Easy vendor enrollment • Immediately receive electronic payments and remittance

• Transaction archive • Secure, online archive of payment transactions • Access payment history quickly to resolve disputes

• Payment options • Supports both MICR laser checks and ACH payments

Automated Vendor Outreach

Printed Vendor Communication

Automated Vendor ACH Enrollment

Vendor Request Approval

Point and Click to add Vendor

Automated Electronic Remittance (Email Addresses Automatically Captured from Self Service Website)

• Email ACH Payment Notification• Remittance Information attached as PDF

View Electronic Remittance

Automated Payment Notification

Archive - View Past Payments

• 24 x 7 Vendor Access to Past Payments

• Reduce Inbound Calls to AP Department

Automatic Payment Preference Update

Banking information Automatically populated!

Summary - Why Pay Electronically?

• Significant Cost Savings

• Improved efficiency

• Ability to process more payments

• Improved ability to forecast cash flows

• Improved vendor relations

• Improved security (check fraud)

Questions & Answers

ACOM Solutions, Inc.

Contact: David Adams

Phone: (800) 347-3638, ext. 4120

Email: dadams@acom.com

Contact Us

Capital Safety USA

Contact: Andy McDonald

Email: amcdonald@capitalsafety.com