Reduction of manual data entry is generally 50 – 75%
Cycle time can be reduced from weeks to 2 – 4 days
More visibility and control of processes, outstanding liabilities and cash flow
Significant time savings due to less time spent:
handling vendor calls
verifying non-PO information
chasing down approvals, etc.
Average Return on Investment of 6 – 12 months
Typical Results of Process Optimization with Cube AP
CUBE AP Interface Matching, Auto Matching and Voucher Approval In Cube AP Mentor AP Supplier Products Receiving Invoicing AP Fulfillment Mentor AP Intelligent Matching Engine Electronic Invoice Third-Party OCR or Interface with Supplier Order Acceptance PO Pass Create PO in Mentor AP Check EFT Payment Receipt Cube AP External System Interface Matched Invoice Data OR Manual Invoice Entry Fail Custom Workflow Manual Match Matched Invoice Data
User Work Approval Inbox Assign responsibility for vendors alphabetically – Assign AP employees complete responsibility for one section of the vendor database or range of cost centres. This is a simple way to keep track of duties. With Cube AP, AP employees can be assigned web inboxes allowing groups of users to work and collaborate. Cube AP will capture and post the vendor invoices into the correct inbox removing manual distribution. Importantly, as all access to the inbox, for coding or approval, is via a web browser, users can work from anywhere at anytime.
Invoice Approval Screen Authorized users can access a web-based workflow to review and approve invoices and manage exceptions. Identified exceptions are e-mailed to the relevant approver for resolution. The nominated approver can then forward, hold, reject or approve the invoice. Browser-based workflow, with e-mail alerts and automatic escalations built in, should ensure that exceptions are dealt with quickly, and invoices do not get lost or delayed in approvers' in-trays.
Invoice Workflow Status AP personnel have access to real-time reports on the status of invoices down to an individual transaction level, supporting compliance and control activity. Working with invoices is much easier when the invoice has been converted to an image and data. Online workflow enables rapid resolution or referral of queries, with full control and visibility at all times.
Invoice Matching Settings Cube AP supports the use of automated two- way , three- way and four- way matching process of invoice verification . One of the things that distinguish the Mentor AP solution from so many others is that it not only scans the total amount invoiced – it also registers each individual item line.
Approval Settings Split an invoice for simultaneous approval of different product lines. Partial flows – partial approval and entry and splitting up of individual product lines.
Invoice Matching Tolerances Invoice approval tolerances can be configured and customized as per business rules Tolerances determine whether Payables places matching or tax holds on an invoice. You can define percentage and amount tolerances for Matching quantities and price.
User Privilege Control Maintain user proﬁles and permissions to enforce granular access control regarding various actions for users within Mentor AP's Invoice Management.
Cube AP maintains document repository for all documents related to an Accounts Payable transaction and provides users with immediate access to these documents for reference, query or audit purposes. This means that purchase orders, invoices, delivery dockets, credit notes and correspondence can all be instantly available to you.
In addition to the documents related to the AP process, other documents can be stored in the repository to assist with the supplier relationship management (SRM) function. These documents may include contracts, terms & conditions or discount details. The repository also supports the matching of relevant documents, allowing you to perform two-way or three-way matching of orders, proof of delivery and invoice. of delivery and invoice.
Once in Cube AP, all documents can be instantly retrieved and displayed using the integrated query tool, and documents can easily be printed, if required.
Document Management with Mentor AP
Provide Real-time invoice status information to suppliers.
Reduce volume and cost per transaction of paper based invoices by allowing suppliers to generate invoices online.
Facilitate a healthy and more direct interaction with the suppliers using the real-time collaboration tools.
Improve your SRM with electronic interaction between Supplier and Customers, reduce the paper based capture process and provide real-time, online information on invoice statuses.
The Cube AP integration component provides the ability to post data and communicate with ERP or financial applications. Cube AP application provides an “out of the box” integration capability for a range of ERP systems via the web services. The Integration component of Cube AP allows for a flexible approach to be taken to application integration. It achieves this by providing a framework for data integration to and from a diverse range of ERP and finance systems. Integration with ERP and Financial Systems
Cube AP provides access to a suite of reports that give access to both financial data and work status, including unmatched invoices, outstanding dept analysis, missing GRNs, duplicate invoices, and other relevant information.
Real-time key performance indicators (KPIs) monitoring the Accounts Payable process are provided, giving an important support to management, who can view the information in the form of a “management dashboard”.
Additional monitoring and processing reports and views are provided to allow for the presentation of work in progress, and processed data analysis. Reports can be run on demand or in a scheduled fashion, depending upon your needs.
The Full Picture Control Paper Flow Distributed Capture Reduce Manual Labor Add e-Transactions Improve Data Quality Enhance Process Transparency Approval Workflow Exception Management
ANY INVOICE: All invoices will be interpreted: web (XML, EDI, etc.) or paper (single sided or double sided, black and white or colour, letter, legal or A4, multi-line items and multiple page documents) any invoice you receive will be automatically processed. There is no restriction on daily volume
ACCURACY: By increasing accuracy, with integrating electronic capture and of existing ledger systems, Cube AP can virtually eliminate errors. Errors & exceptions can easily be identified and managed.
EASY TO USE: The user interface has the look and feel expected from Web applications and is largely self-explanatory
WORKFLOW: By storing the invoice electronically, with an associated workflow that reflects the organisation’s approval process, the complete approval cycle can be handled electronically, reducing the complexity of circulating paper, and reducing the time it takes to approve the invoice
The benefits of Cube AP
EFFICIENT PROCESSING: By streamlining the business process, organisations can take advantage of supplier discounts on early payment
INTEGRATION: Mentor AP’s open architecture allows companies to easily leverage existing investments in corporate accounting systems
INSTANT ACCESS: The invoicing solution from Mentor AP utilises image and data archive components. This gives the user instant access on multiple key items to ensure accurate retrieval of the required source document
REMOTE USERS: Invoices can be reviewed and approved by one recipient of the invoice in one location and once approved are immediately available for accounts payable processing in a different location. By having invoices presented electronically, authorised users can see the status of an invoice with the click of a button
BUSINESS MODEL: Mentor AP supports various models including organisation install and hosted solutions