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AP 101: How to Automate Your AP Processes and Improve ROI

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Tired of time-consuming AP processes? View the slideshow to learn how to automate them with a document management system!

Watch the on-demand webinar on HelpSystems.com:
http://www.helpsystems.com/rjs/events/recorded-webinars/ap-101-how-automate-your-ap

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AP 101: How to Automate Your AP Processes and Improve ROI

  1. 1. All trademarks and registered trademarks are the property of their respective owners.© HelpSystems LLC. All rights reserved. AP 101: How to Automate Your Processes and Improve ROI Go Paperless by Automating Your Key Document Processes
  2. 2. AP 101: How to Automate Your AP Processes and Improve ROI Your Presenters Richard Schoen Director of Document Management Technologies Greg Schmidt Senior Technical Solutions Consultant
  3. 3. AP 101: How to Automate Your AP Processes and Improve ROI • HelpSystems overview • Common AP invoice processing scenarios • Webdocs introduction • Demo • Q&A Agenda
  4. 4. AP 101: How to Automate Your AP Processes and Improve ROI HelpSystems Family of Brands
  5. 5. AP 101: How to Automate Your AP Processes and Improve ROI Document Management Solution Overview
  6. 6. AP 101: How to Automate Your AP Processes and Improve ROI Document Management Solution Overview
  7. 7. AP 101: How to Automate Your AP Processes and Improve ROI Document Management Solution Overview
  8. 8. AP 101: How to Automate Your AP Processes and Improve ROI Document Management Solution Overview
  9. 9. AP 101: How to Automate Your AP Processes and Improve ROI Forms Management Input Forms—Capturing Data (Webforms) • Turn any paper-based form into an online form • Validate data as it’s entered (no re-keying) • Capture signatures on forms • Merge data with fillable PDFs for pixel-perfect output • Store in Webdocs (if form needs to be preserved) Output Forms—Generating Business Output (iForms) • Eliminate pre-printed forms • Generate form document output as PDF, TIFF, Excel, and CSV • Use spool files, text files, XML, and database for source data • Create individual documents or document packets • Print, email, and file automatically to network folder, SharePoint, or Webdocs
  10. 10. AP 101: How to Automate Your AP Processes and Improve ROI Business Challenges Paper-intensive, inefficient business processes
  11. 11. AP 101: How to Automate Your AP Processes and Improve ROI AP Department Challenges  Cumbersome and paper-based PO request processes 3.6% of invoices handled by AP have errors  Cost of manually processing a paper invoice and cutting a paper check: $8–$12  Inability to take advantage of vendor discount offers due to processing time  Matching receivers and invoices takes too long  Cost to reproduce documents for audits or customer research  Lack of control during approval process  Need visibility over status of invoice approval and payment processes  Increased cost of postage for mailing purchase orders and checks  Too many days of invoices stuck in AP waiting for payment
  12. 12. AP 101: How to Automate Your AP Processes and Improve ROI In the Beginning…
  13. 13. AP 101: How to Automate Your AP Processes and Improve ROI Current Manual AP Invoice Processing Vendor A Vendor B Vendor C Vendor X Vendor Y Vendor Z
  14. 14. AP 101: How to Automate Your AP Processes and Improve ROI Where Do We Keep Our AP Documents? When you’re done with a document, please return it to the filing cabinets. Thank You, Finance Team
  15. 15. AP 101: How to Automate Your AP Processes and Improve ROI How Do I Locate a AP Invoice Today? Name: Acme Corp
  16. 16. AP 101: How to Automate Your AP Processes and Improve ROI Locating an Electronically Indexed AP Invoice Vendor name: Acme Corp Vendor number: 200556 PO: PO145678 Invoice Number: IN30777 Invoice Total: $1200.45 Invoice Date: 1/1/2016
  17. 17. AP 101: How to Automate Your AP Processes and Improve ROI ERP Integration
  18. 18. AP 101: How to Automate Your AP Processes and Improve ROI Typical AP Paper Process
  19. 19. AP 101: How to Automate Your AP Processes and Improve ROI Common AP Implementation
  20. 20. AP 101: How to Automate Your AP Processes and Improve ROI Four Levels of Invoice Capture and Automation • Scan documents and manually rekey indexes • Application screen integration • OCR/barcode • Advanced invoice form processing Invoice
  21. 21. AP 101: How to Automate Your AP Processes and Improve ROI Four Levels of Invoice Capture and Automation Your level of automation depends on the following factors: • Invoice volume • Vendors • Number of AP processors • Percentage of paper to electronic Invoice
  22. 22. AP 101: How to Automate Your AP Processes and Improve ROI Today: Entering AP Invoices from Paper
  23. 23. AP 101: How to Automate Your AP Processes and Improve ROI Scanning or Capturing Incoming Paper Documents • Multi-Function Printer/Scanner/Copier (MFP) • Desktop scanner • Mobile devices • Scan workstation • Tray capture • Imaging client
  24. 24. AP 101: How to Automate Your AP Processes and Improve ROI Digital Mailroom—Capture Every Inbound Document Contracts Invoices Orders Online Forms Scan Fax Email Web Form A/R A/P Finance Human Resources Order Entry Purchasing
  25. 25. AP 101: How to Automate Your AP Processes and Improve ROI Enter AP Invoices from Scanned Documents
  26. 26. AP 101: How to Automate Your AP Processes and Improve ROI 5250 Green Screen Application Integration Indexes are retrieved for the Green- Screen and mapped into the index values in the Scan WorkStation with the press of a function key.
  27. 27. AP 101: How to Automate Your AP Processes and Improve ROI Windows or Web Application Integration Indexes are retrieved for the Windows Application and mapped into the index values in the Scan WorkStation with the press of a button on the Windows Integrator Toolbar.
  28. 28. AP 101: How to Automate Your AP Processes and Improve ROI Application Integration Types • 5250, 3270, or Telnet Integration – Screen scraping – Application code integration (RPG, COBOL, CL) • Windows Application Integration – Screen scraping – API calls (.Net, URL/REST) • Web Application Integration – HTML extraction – API calls (.Net, URL/REST)
  29. 29. AP 101: How to Automate Your AP Processes and Improve ROI Monitor and Capture Inbound Invoices and Email • Any mailbox • From/To/Cc/Bcc • Subject • Body • Attachments • Entire message
  30. 30. AP 101: How to Automate Your AP Processes and Improve ROI OCR and the Challenge of AP Scanning Statistics about OCR (Optical Character Recognition) • Accuracy is not actually 95%+ — An OCR engine will read 95% of the indexed characters (not documents) — An OCR engine that is 95% accurate is used on a 9- digit field, so the true accuracy is 69.8% (95% to the 9th power). OCR is only as good as print and scan quality • DPI is increased, increasing your storage size • Barcode accuracy is 99.9% accurate.
  31. 31. AP 101: How to Automate Your AP Processes and Improve ROI OCR Zones
  32. 32. AP 101: How to Automate Your AP Processes and Improve ROI Barcoding
  33. 33. AP 101: How to Automate Your AP Processes and Improve ROI Batch OCR Processing Webdocs Workflow Document Capture Process Import Process Network Folders Incoming Documents Vendor 1 Vendor 2 Vendor 3 Vendor 4 Index Capture Process Note: Each folder has a OCR/Barcode mask associated to it.
  34. 34. AP 101: How to Automate Your AP Processes and Improve ROI Getting Started with AP Automation… Invoices Purchase Orders Documents are scanned Images are indexed Images are stored in ECM system or network drive
  35. 35. AP 101: How to Automate Your AP Processes and Improve ROI Webdocs for Accounts Payable • Capture scanned AP documents • Capture inbound email messages • Route invoices for approval processing • Secure by departments and groups • View documents from any web browser • Supports any document format TIFF, PDF, Word, Excel, Powerpoint, Outlook Emails, Photos, Audio, Video, more…
  36. 36. AP 101: How to Automate Your AP Processes and Improve ROI Paper and Electronic Document Capture Paper document capture Scanner or MFP device Automated email capture Monitor inboxes Inbound and outbound fax Scanner or MFP device Web form data capture Capture data via online entry Application integration ERP, financial apps, etc. Automate folder monitoring Automated workflow Application: Generated documents such as reports and forms Approval processing Application capture Microsoft add-ins, PDF print driver, drag and drop
  37. 37. UP NEXT... Demo Time
  38. 38. UP NEXT... Questions and Answers Please enter your questions in the chat log
  39. 39. AP 101: How to Automate Your AP Processes and Improve ROI Thank You for Attending For More Information: Website: http://www.helpsystems.com/rjs Telephone: Sales: 800-328-1000 Support: 952-933-0609 Technical Experts: richard.schoen@helpsystems.com greg.schmidt@helpsystems.com

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