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ConnectingAP Automation to Your ERP System Connecting AP Automation to Your ERP System.
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Transcript of ConnectingAP Automation to Your ERP System Connecting AP Automation to Your ERP System.
![Page 1: ConnectingAP Automation to Your ERP System Connecting AP Automation to Your ERP System.](https://reader035.fdocuments.us/reader035/viewer/2022062422/56649e735503460f94b726ad/html5/thumbnails/1.jpg)
Connecting AP Automation to Your ERP System
![Page 2: ConnectingAP Automation to Your ERP System Connecting AP Automation to Your ERP System.](https://reader035.fdocuments.us/reader035/viewer/2022062422/56649e735503460f94b726ad/html5/thumbnails/2.jpg)
• Introductions• Why Connect AP
Automation …• What Data to Connect• How to Connect• Q & A
Agenda
![Page 3: ConnectingAP Automation to Your ERP System Connecting AP Automation to Your ERP System.](https://reader035.fdocuments.us/reader035/viewer/2022062422/56649e735503460f94b726ad/html5/thumbnails/3.jpg)
Asking Questions – Getting Answers
In the join.me tool bar click the “Chat” icon
Enter you question or comment in thechat window and press “Enter”
![Page 4: ConnectingAP Automation to Your ERP System Connecting AP Automation to Your ERP System.](https://reader035.fdocuments.us/reader035/viewer/2022062422/56649e735503460f94b726ad/html5/thumbnails/4.jpg)
Introductions
Jon Titel• Chief Technology Officer at
iPayables• Been connecting systems
for over 18 years
AP Automation• Any system that
automates a portion or all of the Account Payable Process – namely capture, workflow, payments and reporting
![Page 5: ConnectingAP Automation to Your ERP System Connecting AP Automation to Your ERP System.](https://reader035.fdocuments.us/reader035/viewer/2022062422/56649e735503460f94b726ad/html5/thumbnails/5.jpg)
in·te·gra·tionan act or instance of combining into an integral whole.
![Page 6: ConnectingAP Automation to Your ERP System Connecting AP Automation to Your ERP System.](https://reader035.fdocuments.us/reader035/viewer/2022062422/56649e735503460f94b726ad/html5/thumbnails/6.jpg)
Why Connect?
• ERP or AP Systems are a big investment and should remain the “Source of Truth” for corporate data
• Synchronize changes in the ERP with the AP Automation System
• Combine data from multiple systems into a single front-end
• Distribute data from a single front-end to multiple systems
![Page 7: ConnectingAP Automation to Your ERP System Connecting AP Automation to Your ERP System.](https://reader035.fdocuments.us/reader035/viewer/2022062422/56649e735503460f94b726ad/html5/thumbnails/7.jpg)
![Page 8: ConnectingAP Automation to Your ERP System Connecting AP Automation to Your ERP System.](https://reader035.fdocuments.us/reader035/viewer/2022062422/56649e735503460f94b726ad/html5/thumbnails/8.jpg)
Vendor Master
• Ensure AP Automation System has current vendor data – Name, Address, etc.
• Provide important Invoicing Parameters – Payment Terms, Business Units, etc
• Provide control parameters – invoice template, dynamic discounting options, etc
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Invoice Extract
• Provide a channel for Invoices into the ERP or Accounting system from the AP Automation system
• May instead feed other systems such as internal workflow.
![Page 10: ConnectingAP Automation to Your ERP System Connecting AP Automation to Your ERP System.](https://reader035.fdocuments.us/reader035/viewer/2022062422/56649e735503460f94b726ad/html5/thumbnails/10.jpg)
Invoice Status/Check Register
• Provide feedback on the invoice processes internal to the ERP system
• Provide remittance or other payment data
![Page 11: ConnectingAP Automation to Your ERP System Connecting AP Automation to Your ERP System.](https://reader035.fdocuments.us/reader035/viewer/2022062422/56649e735503460f94b726ad/html5/thumbnails/11.jpg)
GL Account Validation Values
• Used to drive Account Coding during workflow and approval
• Can consist of a variety of distribution fields• GL Account • Cost Center• Project• Location• Etc.
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Purchase Order
• Used in the Invoice Creation and Match Process
• PO data can be used to drive workflow or other processes
• Can include PO related documents• Receiving• Acknowledgements• Advance Ship Notices
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User/HR
• Used to control access to the AP Automation system
• Can be used to drive workflow and final invoice approval
![Page 14: ConnectingAP Automation to Your ERP System Connecting AP Automation to Your ERP System.](https://reader035.fdocuments.us/reader035/viewer/2022062422/56649e735503460f94b726ad/html5/thumbnails/14.jpg)
How?
• The Holy Grail• The Next Best Thing• Steps…
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The Holy Grail
Behold – the ADAPTER• Great option for on-premise, installed ERP
systems – Dynamics GP, Sage, etc• Handles all aspects of Integrations• Data Import/Export• Connectivity to AP System
• Not a great fit for Cloud Based • Not a great fit for larger ERP systems• SAP• Oracle• PeopleSoft
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The Next Best Thing
“You have customers with _____ ERP?”• Answers basic “Will this work?” question• Can provide some insight into approach• Usually does not lead to “drop in”
integration – still takes some effort to handle in’s and outs
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Steps
1. Pick your format2. Pick your connectivity3. Test…Test…Test
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Pick Your Format
• EDI • Many ERP have built in support for main
data types (Invoice/PO/Remittance)• Not a great fit for Account Distribution
data• Not a great fit for supporting data
(Vendor, User)• If you have EDI experience use it –
otherwise not the best first choice.
![Page 19: ConnectingAP Automation to Your ERP System Connecting AP Automation to Your ERP System.](https://reader035.fdocuments.us/reader035/viewer/2022062422/56649e735503460f94b726ad/html5/thumbnails/19.jpg)
Pick Your Format
• CSV• CSV doesn’t have to use “commas” –
pick a delimiter that makes sense• Good format for straight forward
outbound data (Vendors, Accounting Codes)
• Not as straight forward for some complex data such as full invoices, purchase order but can be made to work
• Not as flexible as XML
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Pick Your Format
• XML (<tag>data</tag>)• XML is very flexible• Easy to read• Can be bulky (lots of extra text)• Good XML tools make life easy – hand
programming can be problematic
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Pick Your Connectivity
• Security, Security, Security• Secure FTP (FTPS/sFTP)• HTTPS (Web Services/AS2)• VPN
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test..Test..TEST
• Connecting two systems can tricky• Be ready to adjust as testing reveals
additional needs/changes in the interface• Make sure that the data being passes ends
up where it should and results in the behavior you want
• A good AP Automation solution should cover any gaps you have in the interface.
![Page 23: ConnectingAP Automation to Your ERP System Connecting AP Automation to Your ERP System.](https://reader035.fdocuments.us/reader035/viewer/2022062422/56649e735503460f94b726ad/html5/thumbnails/23.jpg)
Not One and Done
• Integrate what you need to get started and add connects as it makes sense
• Only automate what is necessary• Connecting to a centralized front end can
ease ERP migrations or other internal system work
• A centralize front-end can connect multiple systems into a seamless experience for end users
![Page 24: ConnectingAP Automation to Your ERP System Connecting AP Automation to Your ERP System.](https://reader035.fdocuments.us/reader035/viewer/2022062422/56649e735503460f94b726ad/html5/thumbnails/24.jpg)
Asking Questions – Getting Answers
In the join.me tool bar click the “Chat” icon
Enter you question or comment in thechat window and press “Enter”
![Page 25: ConnectingAP Automation to Your ERP System Connecting AP Automation to Your ERP System.](https://reader035.fdocuments.us/reader035/viewer/2022062422/56649e735503460f94b726ad/html5/thumbnails/25.jpg)
Connecting AP Automation to Your ERP System