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Smart AP: Paperless Invoice Processing


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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 …

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:

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  • 1. Presented by : Bill Whalen Solutions Specialist RJS Software Systems Streamline Invoice Processing with Smart AP™
  • 2.  Business Challenges  Smart AP Overview  Process Flow Examples  Demo  Q & A Agenda
  • 3.  Software developer  Founded in 1990 in Minneapolis  Product focus: About RJS Software
  • 4. How RJS automates AP processes
  • 5.  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
  • 6.  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
  • 7. 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
  • 8. Typical AP Paper Process
  • 9. Common AP Implementation
  • 10. Smart AP Process Flows
  • 11. 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
  • 12.  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
  • 13. 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)
  • 14. 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
  • 15. • 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
  • 16. • Scanned • Electronic • Email • Fax Data verification and validation on exception documents Data and documents are released to WebDocs, WebF orms Enterprise Workflow, ERP/Li ne of Business System Image clean-up, data and index extraction Invoice Advanced Forms/Document Processing (DocAlpha) Document Capture and Indexing Data/Document Import
  • 17. Invoices are scanned Data Verification and Validation Release to WebDocs Image clean-up, Data Extraction Invoice 1. 2. 3. 4. Forms Processing (OCR)  Capturing paper documents with forms processing technology  The difference from standard OCR – Fingerprints and Business Rules
  • 18. 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 quality  DPI is increased, increasing your storage size
  • 19. PO Process Flow 4. Document Management System / 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.
  • 20. 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.
  • 21. 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.
  • 22. 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
  • 23. Demo
  • 24.  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
  • 25.  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)
  • 26.  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
  • 27. Question and Answer Time
  • 28. Learn More Contact: Bill Whalen RJS Software Systems or 1-888-757-7638