AP 101: How to Automate Your AP Processes and Improve ROI

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AP 101: How to Automate YourProcesses and Improve ROIGo Paperless by Automating Your Key Document Processes

AP 101: How to Automate Your AP Processes and Improve ROI

Your Presenters

Richard SchoenDirector of Document Management Technologies

Greg SchmidtSenior Technical Solutions Consultant


• HelpSystems overview• Common AP invoice processing scenarios• Webdocs introduction• Demo• Q&A

Agenda


HelpSystems Family of Brands


Document Management Solution Overview


Forms Management

Input Forms—Capturing Data (Webforms)• Turn any paper-based form into an online form• Validate data as it’s entered (no re-keying)• Capture signatures on forms• Merge data with fillable PDFs for pixel-perfect output• Store in Webdocs (if form needs to be preserved)

Output Forms—Generating Business Output (iForms)• Eliminate pre-printed forms• Generate form document output as PDF, TIFF, Excel, and CSV• Use spool files, text files, XML, and database for source data• Create individual documents or document packets• Print, email, and file automatically to network folder, SharePoint, or

Webdocs


Business Challenges

Paper-intensive, inefficient business processes


AP Department Challenges

Cumbersome and paper-based PO request processes3.6% of invoices handled by AP have errors

Cost of manually processing a paper invoice and cutting a paper check: $8–$12

Inability to take advantage of vendor discount offers due to processing time Matching receivers and invoices takes too long

Cost to reproduce documents for audits or customer research Lack of control during approval process

Need visibility over status of invoice approval and payment processes Increased cost of postage for mailing purchase orders and checks Too many days of invoices stuck in AP waiting for payment


In the Beginning…


Current Manual AP Invoice Processing

Vendor A Vendor B Vendor C

Vendor X Vendor Y Vendor Z


Where Do We Keep Our AP Documents?

When you’re done with a document, please return it to the filing cabinets.

Thank You,Finance Team


How Do I Locate a AP Invoice Today?

Name: Acme Corp


Locating an Electronically Indexed AP Invoice

Vendor name: Acme CorpVendor number: 200556PO: PO145678Invoice Number: IN30777

Invoice Total: $1200.45Invoice Date: 1/1/2016


ERP Integration


Typical AP Paper Process


Common AP Implementation


Four Levels of Invoice Capture and Automation

• Scan documents and manually rekey indexes

• Application screen integration

• OCR/barcode

• Advanced invoice form processingInvoice


Four Levels of Invoice Capture and Automation

Your level of automation depends on the following factors:

• Invoice volume• Vendors• Number of AP processors• Percentage of paper to electronic

Invoice


Today: Entering AP Invoices from Paper


Scanning or Capturing Incoming Paper Documents

• Multi-Function Printer/Scanner/Copier (MFP)

• Desktop scanner

• Mobile devices

• Scan workstation

• Tray capture

• Imaging client


Digital Mailroom—Capture Every Inbound Document

Contracts Invoices Orders Online Forms

Scan Fax Email Web Form

A/R A/PFinance

HumanResources

Order Entry Purchasing


Enter AP Invoices from Scanned Documents


5250 Green Screen Application Integration

Indexes are retrieved for the Green-Screen and mapped into the index values in the Scan WorkStation with the press of a function key.


Windows or Web Application Integration

Indexes are retrieved for the Windows Application and mapped into the index values in the Scan WorkStation with the press of a button on the Windows Integrator Toolbar.


Application Integration Types

• 5250, 3270, or Telnet Integration– Screen scraping– Application code integration (RPG, COBOL, CL)

• Windows Application Integration – Screen scraping– API calls (.Net, URL/REST)

• Web Application Integration– HTML extraction– API calls (.Net, URL/REST)


Monitor and Capture Inbound Invoices and Email

• Any mailbox

• From/To/Cc/Bcc

• Subject

• Body

• Attachments

• Entire message


OCR and the Challenge of AP Scanning

Statistics about OCR (Optical Character Recognition)• Accuracy is not actually 95%+

— An OCR engine will read 95% of the indexed characters (not documents)

— An OCR engine that is 95% accurate is used on a 9-digit field, so the true accuracy is 69.8% (95% to the 9th power). OCR is only as good as print and scan quality

• DPI is increased, increasing your storage size• Barcode accuracy is 99.9% accurate.


OCR Zones


Barcoding


Batch OCR Processing

WebdocsWorkflow

Document Capture Process Import Process

Network Folders

Incoming Documents

Vendor 1

Vendor 2

Vendor 3

Vendor 4

Index Capture Process

Note:Each folder has a OCR/Barcode mask associated to it.


Getting Started with AP Automation…

InvoicesPurchase Orders

Documents are scanned Images are indexed Images are stored in ECM

system or network drive


Webdocs for Accounts Payable

• Capture scanned AP documents

• Capture inbound email messages

• Route invoices for approval processing

• Secure by departments and groups

• View documents from any web browser

• Supports any document format TIFF, PDF, Word, Excel, Powerpoint, Outlook Emails, Photos, Audio, Video, more…


Paper and Electronic Document Capture

Paper document capture

Scanner or MFP device

Automated email capture

Monitor inboxes

Inbound and outbound fax

Scanner orMFP device

Web form data capture

Capture data viaonline entry

Application integration

ERP, financial apps, etc.

Automate foldermonitoring

Automatedworkflow

Application:Generated documents

such as reports and forms

Approval processing

Applicationcapture

Microsoft add-ins, PDF print driver, drag and drop

UP NEXT...

Demo Time

UP NEXT...

Questions and Answers Please enter your questions in the chat log


Thank You for Attending

For More Information:

Website:http://www.helpsystems.com/rjs

Telephone:Sales: 800-328-1000

Support: 952-933-0609

Technical Experts:[email protected]@helpsystems.com

mailto:[email protected]

mailto:[email protected]

AP 101: How to Automate Your AP Processes and Improve ROI

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