Newgen Case Study on implementing Accounts Payable Process Automation solution using Newgen's Document Processing Services.

1. Newgen
Document Processing Services
Account Payable Process
Account Payable Process Current Pain Areas
Purchase Order (PO) is raised to a supplier for Operational
supplying any raw material by the respective ? of monitoring and control over the
Lack
purchase department at the client’s manufacturing Accounts Payable process
base. The PO has information like the item code, ?Delayed release of payments to suppliers
supplier code, quantity etc. Supplier based on the resulting in lack of supplier confidence
PO delivers the raw materials at the materials ?Untimely receipt of invoice information from
department based on the purchase order. This branch office to HQ
information is captured on the Proof of Delivery ?Introduction of human errors in the process due
(POD) document. The details of the delivered raw to high volume of physical documents
material like P number, item code, supplier code,
.O. ?Physical records management becoming
quantity etc are entered into the ERP Based on the
. cumbersome and time consuming
invoice cycle the supplier then presents the invoice ? trails for query resolution from supplier
Audits
for accounts receivables to the accounts becoming impossible
department of the client at their respective ?Difficulty in monitoring status for invoice in
branches. This invoice is accompanied by other process
documents like gate pass and certificate from ?Accounting errors resulting in non-conformities
materials department head. during external audits
? capital expenditure, hence high cost of
High
A process called as a 3-way match, is used to verify operations
the invoice submitted by the supplier. Data from ?Multiple vendors management
Invoice, P and the data entered in ERP are
.O. ? of quality in processes
Lack
verified for concurrency. Checklist validation is
done on the basis of all the entries across all the Deployment
branches. Checklist includes validations like ?Hardware cost
? Verification of presence of bill date and signature ?Product & Licenses cost
on the PO and invoice ?Connectivity cost
? Validation of matching of supplier code, rate, qty ?Hosting cost
on the PO and invoice ?Management cost
? Validation of information entered from the POD
the PO in ERP
Newgen Solution
Newgen will take complete ownership of the
Accounts Payable process and provide an end-to-
Solutions for Business Process & Content Management

2. end solution. Newgen’s proven Omni product suite modification the Work-items are re-routed to the
is deployed at the client’s location or Newgen Invoice Check work-stage.
location or Third Party location for providing end to
end services. Newgen’s typical account payable process and
deployment architecture is provided below. The
Following are details of AP process: Newgen solution is very flexible when it comes to
The invoice and other accompanying documents refining the process based on specific needs of the
TM
are scanned using OmniScan and are introduced client:
into the accounts payable workflow at the Newgen Offered Business Model
Introduction Work-step. These invoices are called Newgen offers the following models for its
as Work-items. Work-items after the introduction services:
Work-step are routed to the Enrollment Workstep
where the user will enter the enrollment data. Model 1
Work-items are then routed to the Invoice Check Newgen: Server, PC, Scanners, Software
Work-step where the verification of uniqueness (Scanning, BPM, DMS, Extraction etc), Storage,
based on Invoice number, Invoice date and Supplier Process, Integration with existing system, Hosting,
code for each Work-item takes place. If the Work- Record Management, Operation Management
items are not unique, based on the criterion Client: Space and other infrastructure like power,
defined, the Work-item is routed to the Correction UPS, furniture
Work-step. A unique Work-item is routed to the
Data Entry Work-step. A user at this work-step is Model 2
authorized to raise exceptions for deviation incase Newgen: Server, PC, Scanners, Software
of discrepancies. Based on the discrepancies the (Scanning, BPM, DMS, Extraction etc), Storage,
user can route the Work-items to the Enroll Modify Process, Integration with existing system, Hosting,
Work-step. After the Completion of enroll Record Management, Operation Management,
Typical Account Payable - Flowchart
Solutions for Business Process & Content Management

3. Space and other infrastructure like power, UPS, other AP documents
furniture ? based approval & routing
Rule
Client: Nil ? time integration with ERP
Real
? integration with ERP
Email
Model 3 ? to End tracking of all transactions
End
Newgen: Scanners, Process development, ? duplication of invoice checks
Auto
Integration with existing system, Operation ?
Exception handling
Management ?
Scanning of documents (related to AP)
Client: Server, PC, Storage, Software (Newgen’s ?
Payment details capturing back in system
Scanning, BPM, DMS, and Extraction), Hosting, ? Trail
Audit
Record Management, Space and other
infrastructure like power, UPS, furniture Newgen’s Key Differentiator
? ownership of process
Total
Benefits to Customer ?
End-to-End Service Provider
?
Reduces TCO i.e. Minimal or no Capital ?
Reliable Quality Delivery
expenditure ?
Security Compliances with Global Benchmark.
? sophisticated delivery process, Hence
Highly ? on Statuary Compliances.
Focus
reduces TAT ? of technology to provide continuous process
Use
?
Newgen will use its state of art proven Capture, improvement.
BPM and DMS software to improve quality & ?
Capability to process more than 2 million
processes documents in a day
?
Foolproof DR from day one
The Newgen’s BPM suits will be having ?
Present in more than 100 cities with ready setup
following functionalities
? Processing PO & non–PO based invoices and
Typical Account Payable - Diagram
Solutions for Business Process & Content Management

4. About Newgen
Newgen Software Technologies Limited is the market leader in Business Process Management (BPM) and
Enterprise Content management (ECM), with a global footprint of 800 installations in over 40 countries with
large, mission-critical solutions deployed at the world's leading Banks, Insurance firms, BPO’s, Healthcare
Organizations, Government, Telecom Companies & Shared Service Centers.
Newgen Software has been positioned in the Magic Quadrant for Business Process Management (BPM) and
Enterprise Content Management (ECM). The company has been recognized by distinguished analyst firms
like Frost and Sullivan as A 'Hot Company to Watch for' in their global ECM Market report, 2009 and by IDC
in its exclusive report “Newgen Software: Global Leader in Business Process Management and Document
Management Solutions”. Newgen is a winner of prestigious awards, such as the CNBC-TV18, “Emerging
India Award 2008”.
With HSBC and SAP investment, Newgen is one of the rare product company to have backing of both
leading financial and technology companies of the world. Newgen’s Quality Systems are certified against ISO
9001:2008 and Information Security Standard, ISO 27001:2005. Newgen has been assessed at CMMi Level3.
Corporate Office US UAE
Newgen Software Technologies Ltd. Newgen Software Inc. Newgen Software Technologies Ltd.
A-6, Satsang Vihar Marg, 1364 Beverly Road, Suite 300 YI 46, PO Box 120586
Qutab Institutional Area, McLean, VA 22101 Sharjah Airport International Free Zone
New Delhi - 110 067 INDIA Tel: +1-703-439-0703 Sharjah, United Arab Emirates (UAE)
Tel: +91-11-4077 0100, 2696 3571 Email: usa@newgensoft.com Email: emea@newgensoft.com
Fax: +91-11-2685 6936
Email: corpmktg@newgensoft.com UK
Newgen Software Technologies Ltd.
68 Lombard Street, Website: www.newgensoft.com
London EC3V, 9LJ
Tel: +44-207-868 1736 Blog: http://blog.newgensoft.com/
Mobile: +44-78154 96669
Email: intmkt@newgensoft.com
Solutions for Business Process & Content Management