Accounts Payable Automation for Pegasus Opera

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Paperless Invoicing
AP Automation for Pegasus Opera

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Paperless Overview
Pegasus
Opera
1. Suppliers submit invoices 2. Invoices screened for issues
3. Stored securely online
4. Coded online (if required)
5. Approved online (if required)
6. Output file generated
7. Output file imported to Pegasus
Opera
8. Post to supplier accounts

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OnePosting Cloud
Secure Invoice Management

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Screening Invoices
• Invoices are from approved sources
• ‘Bill To’ is valid
• All legal requirements are met
• Invoice number
• Effective tax date
• Tax rates/amounts
• Supplier identified
• Purchase order present (if required)
• Computation checks
• Line totals (quantity * price less discount)
• Invoice total (sum of all line amounts
• Tax totals

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Stored Securely Online
• Stored securely for a minimum of 7 years
• Accessible online for that entire period
• Downloadable in PDF format
• Download and store locally if you wish
• Print invoice at any time
• Send a copy to anyone you want
• Linked with supporting documents, e.g.
• Delivery Notes (Proof of Delivery)
• Service Dockets (Proof of Service)
• Goods Received Notes (GRN)
• Contracts
• Reports

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Coded Online
• Auto-assign GL/Nominal Codes
• Using a combination of one or more of the following:
• Supplier
• Product
• Buyer
• Cost Centre/Destination
• The system ‘learns’ rules for assigning codes
• Invoice coding separated from approval
• Coding can be assigned to finance team OR
• Other designated people
• Invoices quarantined until coded
• Cannot be imported to Pegasus Opera until coding
applied
• Reminders issued when manual coding required
• Invoices waiting coding monitored

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Approved Online
• Define manual invoice approval rules
• Signing limits given to individuals
• Escalation paths defined when value exceeds limit
• Customise by supplier (if required)
• Manually approve anywhere, anytime
• Any device
• Any location with Internet access
• Simple email notification that approval required
• Alternative login to view anything requiring approval
• Reminders issued if not approved within agreed time
• Automated 3-way match
• IF Invoice = Purchase Order = GRN or POD
• Automatic approval possible
• Auto approved invoices included in Pegasus Opera output
file

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Output File Generated
• Approved invoices only in output file
• Have gone through all validation & approval checks
• File in standard Pegasus Opera format
• Use existing functionality to import invoices
• Pegasus Opera validates file layout before import
• What about foreign currency invoices?
• Edit output file in Microsoft Excel
• Insert exchange rate
• Save CSV file
• Import to Pegasus Opera

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Other Key Features
REPORTING
Invoices:- Waiting approval; overdue
approval; quarantined; approved;
rejected; waiting coding.
ACCRUALS
List of invoices received & not approved.
Value of invoices not yet approved.
DRILL DOWN
When viewing an invoice, can drill down
to view supporting documentation. Can
drill up from documents to invoices.
REMINDERS
Email notification when approval needed.
Reminders auto-issued to get approvals.
Escalation to finance if not approved.
INVOICE QUERY
Categorise & submit queries to suppliers.
Permanent record kept of query & its
resolution which can be viewed online.
MULTI-COMPANY
Supports multiple companies and
departments.

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Cloud Summary
 Enterprise-grade solution available for Pegasus Opera
 Accessible anywhere, anytime, any device
 Automated or manual invoice approval
 Fast online invoice search & retrieval

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Pegasus Opera
No software changes

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Pegasus Opera
Pegasus
Opera
• Standard Pegasus Opera invoice import used
• Import CSV file a standard function
• Existing Pegasus Opera functionality unchanged
• Sage continues to be used as normal
• Only change is that supplier invoices not input
• Existing Pegasus Opera functionality unchanged
• Pegasus Opera reports unaffected
• New reports available from OnePosting
• Complementary ‘workflow’ in the ‘cloud’
• Invoice approvals outside of Pegasus Opera
• Approved invoices imported into Pegasus Opera

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Pegasus Opera Summary
 Protects your investment Pegasus Opera
 Complementary functionality
 Extends the life of your Pegasus Opera system
 Uses existing functionality

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What about suppliers?
Supplier on-boarding

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Options for submitting invoices
Lots of choice
CSV
XML
Fixed
Position
ASCII
Accounts
Package
Interfaces
Online
Entry
Email
PDF
Phone
App
Paper to
Scan
EDI PEPPOL API

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Invite Suppliers
OnePosting Activities
• Implement a dedicated web micro-site for you and your suppliers
• Provide email/letter templates for communicating with suppliers
• Establish each supplier’s preferred invoice submission option
 Emails
 Telephone calls
• Agree a timeframe with each supplier for their chosen method
• Support each supplier through the transition to AP Automation
• Provide training materials & support to your staff and suppliers
Your Activities
1. Contact suppliers inviting participation
• Email, letter or call
2. Provide supplier contact details to OnePosting
3. Use ‘Out of Office’ email feature to advise of new email address
• Suppliers need to register for security reasons
• They need to use a new email address to submit invoices
4. Make electronic invoicing the default for all new suppliers

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What about challenges?
Solutions
• Online entry – useful for suppliers with small volumes
• Email PDF – invoices will have to be indexed and key data manually recorded
• Smartphone App – photo and index invoices – key data will have to be manually recorded
• Paper scanning – least favoured option as it requires additional manual effort to scan images
What about suppliers with limited capabilities to submit invoices electronically?

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Supplier Summary
 Multiple options for suppliers to submit invoices
 OnePosting manages the process after introductions
 Solution for every supplier
 Some residual manual entry – but minimised

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AP Automation for Pegasus Opera
Summary

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Benefits for suppliers
 Better visibility of approvals process
 Online access to their invoice images
 Immediate notification of screening issues
 Invoice query enhances customer service
 Lowers their invoicing/collections costs
 Strengthens their relationship

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Benefits for you
Pegasus
Opera
 Fast, easy invoice retrieval
 ‘Cloud’ based invoice approval workflow
 Approve on any device, anywhere
 Increases accountability for approvals
 Reduces paper handling/storage/cost
 Drive out cost for suppliers => better deals
 Leverages existing investment in Pegasus Opera

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Register now
Pegasus
Opera
Register now at: http://www.oneposting.com/ap-automation-for-tasbooks