John Burns, AP automation specialist, describes how Flatirons' AP Solution uses EMC's Captiva and EMC Documentum to digitize and automate AP workflows.

1. The Accounts Payable & Procure-To-Pay Conference & Expo is produced by:
Four Benefits of a Digitized and
Automated Accounts Payable System
John Burns: AP Automation Specialist
John.Burns@flatironssolutions.com

2. The Accounts Payable & Procure-To-Pay Conference & Expo is produced by:
About Flatirons Solutions
Our Vision:
Aerospace
Aviation
Defense
Financial Services
Publishing & Media
Government
Healthcare
Electronics
Together we make a difference in the world by innovating to turn
content into knowledge and delivering the right information at the
right time to the right people
Our Expertise
& Locations:
Turning Content into Knowledge®
To Help Our Clients Succeed
Our Mission:
EMC C3P Partner
 4 certified solutions
 Certified technicians
 2014 Partner of the Year – Enterprise Content Division
 2013 Award for Outstanding Industry Solution (Healthcare)
 2012 Excellence in Services Integration Award
Content Lifecycle
Management (CLM)
Consulting | Technology | Outsourcing
Boulder, CO
Irvine, CA
Headquarters
Phoenix, AZ
Arlington, VA
Austin, TX
Kongsberg, Norway
Copenhagen, DK
EMEA headquarters
Örebro, Sweden
Frankfurt, Germany
London, UK
Chennai, India
Shanghai, China
ASIA headquarters

3. The Accounts Payable & Procure-To-Pay Conference & Expo is produced by:
Four Benefits of a Digitized &
Automated AP System
1. Cost Reduction:
 Significantly reduce the human processing effort and related costs by automating the
extraction and validation of digitized AP data elements.
2. Revenue Enhancement:
 Optimize your cash position by managing early pay discounts and avoid late payments. Use
automated 3-way matching (invoice, PO, shipping) and specialized exception queues for issue
resolution that optimize cash flow and minimize labor costs.
3. Risk Reduction:
 Secure your financial data so it is visible to the right people at the right time so they can take
action. Provide full audit tracking to prevent fraud and use tightly integrated records
management for automated retention and disposition.
4. Improved Visibility:
 Allow AP staff, Finance, business users, and vendors to have real-time access to status,
dashboards, and ad-hoc reporting.
3

4. The Accounts Payable & Procure-To-Pay Conference & Expo is produced by:
Accounts Payable Challenges
Organizational
Efficiency
Missing
workflow &
automation
benefits
AP Best
practices not
implemented
Personnel waste
of time on
transactional
data
Cost
Savings
Costly
manual
processes
Discounts not
realized, Late
payment
penalties
Better
management
& reporting
for month end
closing
Control &
Compliance
Approval
Policies not
consistently
followed
Process
compliance
with SOX,
audits.
No records
of invoice
history,
approval

5. The Accounts Payable & Procure-To-Pay Conference & Expo is produced by:
Minimal correlation
between the size of the
company and the cost
to process an A/P
invoice
PayStream Advisors, Inc.
Processing Benefits

6. The Accounts Payable & Procure-To-Pay Conference & Expo is produced by:
Definition of
Maturity Class
Mean Class Performance
Best-in-Class:
Top 20%
of aggregate
performance scorers
 4.1 days to process an invoice from receipt through approval
 $3.34 average cost to process an invoice from receipt through
approval
 90% capture rate for available early payment discounts
Industry Average:
Middle 50%
of aggregate
performance scorers
 6.1 days to process an invoice from receipt through approval
 $6.29 average cost to process an invoice from receipt through
approval
 47% capture rate for available early payment discounts
Laggard:
Bottom 30%
of aggregate
performance scorers
 16.3 days to process an invoice from receipt through approval
 $16.67 average cost to process an invoice from receipt through
approval
 18% capture rate for available early payment discounts
Source: Aberdeen Group
Processing Benefits

7. The Accounts Payable & Procure-To-Pay Conference & Expo is produced by:
Captiva - Capture
• Faster processing; limit delays
transporting paper
• Reduce risk of lost or misfiled
documents
• Enable knowledge experts to
contribute directly
Mobile Capture
Sweep from
Network Directories
Monitor
Email Addresses
Web Client—
Scan and Index
with Store & Forward
Desktop
or High Speed
Scanners
Fax
Transmissions
Network-attached
MFP

8. The Accounts Payable & Procure-To-Pay Conference & Expo is produced by:
Apps
Forms
Quotes
ClaimsTax
Returns
Contracts
CLASSIFIED DOCUMENTS
Captiva – Automated Classification
 Invoice Number
 Vendor Name
 Purchase Date
 Subtotal
 Grand Total
 Payment Terms
 10010
 Acme Products
 30 January 2008
 $ 6,014.81
 $ 6,025.88
 Net 30 Days
Capture Classify Extract Validate Deliver
 Enable capture of all documents
throughout the organization
– Identify document types based on graphic
and text characteristics
– Route documents to appropriate business
processes or departments
 Reduce costs of preparing documents
for capture
– Eliminate need for document separators
and barcodes
– Improve capture of multiple document types
and multi-page documents

9. The Accounts Payable & Procure-To-Pay Conference & Expo is produced by:
 Invoice Number
 Vendor Name
 Purchase Date
 Subtotal
 Grand Total
 Payment Terms
 10010
 Acme Products
 30 January 2008
 $ 6,014.81
 $ 6,025.88
 Net 30 Days
Capture Classify Extract Validate Deliver
Captiva – Automated Extraction
 Extract critical business data
based on document type
– Simple indexing to extensive data
extraction
 Extract using zonal and freeform
techniques
– Enhanced extraction reduces
manual costs and enables faster,
more accurate business processes

10. The Accounts Payable & Procure-To-Pay Conference & Expo is produced by:
• Invoice Number
• Vendor Name
• Purchase Date
• Subtotal
• Grand Total
• Payment Terms
• 10010
• Acme Products
• 30 January 2008
• $ 6,014.81
• $ 6,025.88
• Net 30 Days
Capture Classify Extract Validate Deliver
Invoice #
PO Number
Total
102214
98003278
$7,206.50
• Validate automatically against data sources, business rules, and
applications
• Manual validation to inspect errors or to enable data correction
• Maximizes data accuracy before delivery to business systems.
Populates fields from external data sources.
Vendor
Database
or
Web Service
Ensuring Accuracy Through Validation
Captiva Details - ValidationCaptiva – Automated Validation

11. The Accounts Payable & Procure-To-Pay Conference & Expo is produced by:
Next Generation Case Management
(aXcelerated Composition Platform)
Flexible pre-built
workflow process
Dashboard reporting
and monitoring
Collaboration and
integrated
messaging
Configurable role
based interface
“Smart” routing
and notifications
11
Documentum - xCP

12. The Accounts Payable & Procure-To-Pay Conference & Expo is produced by:
xCP Built on
Core Documentum Repository
Document versioning Maintain a
complete record
Integration with
CRM & ERP
Systems
Document /
Lifecycle
Management
12
Documentum - xCP

13. The Accounts Payable & Procure-To-Pay Conference & Expo is produced by:
PROCESS
CONTENT
COLLABORATION
POLICIES
PEOPLE
DATA
ALL INFORMATION
Documentum - xCP

14. The Accounts Payable & Procure-To-Pay Conference & Expo is produced by:
 Graphical tools for creating and managing intelligent forms
 Integrated data, UI, and validation elements
Documentum - xCP

15. The Accounts Payable & Procure-To-Pay Conference & Expo is produced by:
Records & Retention Management

16. The Accounts Payable & Procure-To-Pay Conference & Expo is produced by:
Solution Overview
Captiva Server(s)
Capture / OCR
Module
ERP
Captiva Index,
Validation Clients
Index Module
Export Module
Documentum Taskspace
(xCP URL)
Index ModuleDispatcher,
Validation,
Index ModulesWatch
Directory
Scan
Fax
Invoices
Electronic
Invoices
Paper
Invoices
StreetWorX Invoice Automation Solution – Capture Components
xIA Solution
AP Interfaces
Documentum
StreetWorX Invoice Automation Solution – Repository & BPM Components
Header, Line
Item Validation
& Matching
GL Coding
Index Module
Index ModuleWorkflow &
Approvals
Accounts Payable
BU Managers
Executive Approvers
Suppliers
Accounts Payable
BSC xIA Solution –
Supplier Portal

17. The Accounts Payable & Procure-To-Pay Conference & Expo is produced by:
Solution Functional
Categories & Capabilities
Capture / Extraction
 Input from email, scan, EDI, and Fax
 Auto-image cleanup, categorization
 Automated OCR and Header / Line Item Extraction
 Default Template with Ability to Create addtl Templates
Matching, GL Coding
 Duplicate Invoice, PO/Vendor check, Line Item Calculation
 Exception Queue Processing
 Automated PO line item matching, 3 way matching
 Ability to assign GL Codes during capture or workflow
Integration
 Table Based Query of ERP data (vendor, PO, GL)
 Automated Voucher Creation
 Contextual Viewing of AP documents from ERP
Repository
 Configurable Dashboards, Crystal Report Integration
 Annotations / Threaded Comments
 History & Audit Trail
 Boolean, Full Text, & Faceted Search
Approval
 Rules-Based Approval Routing
 Serial, Parallel, Ad-Hoc Approval Flows
 E-Signature / DocuSign Integration
 Approval within Email
Notification
 Event-Based Notification Engine
 Configurable Alerts & Timers
 User-Based Delegation & Proxy
Security
 Role-Based Access & UI Controls
 Standard, Sensitive, Ad-Hoc Access Controls
 Integrated Records Compliance Controls
Compliance
 Auto-Assign Retention Policy
 Legal Holds / Audit
 Automated Disposition Workflow

18. The Accounts Payable & Procure-To-Pay Conference & Expo is produced by:
Invoice Capture Process

19. The Accounts Payable & Procure-To-Pay Conference & Expo is produced by:
Invoice Transfer to ERP, Voucher Creation
Invoice is sent to
ERP system
Payment details sent to
xIA (DCTM)

20. The Accounts Payable & Procure-To-Pay Conference & Expo is produced by:
Layered Application ArchitectureLayered Application Architecture

21. The Accounts Payable & Procure-To-Pay Conference & Expo is produced by:

22. The Accounts Payable & Procure-To-Pay Conference & Expo is produced by:
Ingestion Types
Vendors can email invoices
to a monitored inbox for
automatic batch creation.
Monitor selected directories for
new invoice documents received
via Fax.

23. The Accounts Payable & Procure-To-Pay Conference & Expo is produced by:
Invoices Identified For Review

24. The Accounts Payable & Procure-To-Pay Conference & Expo is produced by:
Easy comparison of
Extracted Data
Extracted data is displayed
below the field of the invoice
form.

25. The Accounts Payable & Procure-To-Pay Conference & Expo is produced by:
Vendor Data Population
Gray fields indicate data
populated via lookup
based on PO
White fields indicate
data extracted directly
from the invoice

26. The Accounts Payable & Procure-To-Pay Conference & Expo is produced by:
Invoice Line Item Validation
Easily navigate through
multi page invoices
Automatic extraction of line items
across multiple page invoices.

27. The Accounts Payable & Procure-To-Pay Conference & Expo is produced by:
PO Matching
Validation of line item matching
against PO data.

28. The Accounts Payable & Procure-To-Pay Conference & Expo is produced by:
Duplicate Invoices
Automatic identification of duplicate
invoices.
Configurable reject reasons are used
to appropriately route rejected
invoices to the correct queue.

29. The Accounts Payable & Procure-To-Pay Conference & Expo is produced by:
Error Queue
Select appropriate action for the rejected
invoice such as Delete or Rescan.
Forms can be customized by template and /
or queue to ensure only relevant data is
displayed to processor.

30. The Accounts Payable & Procure-To-Pay Conference & Expo is produced by:
Foreign Invoices
Identification and conversion of
foreign currency.

31. The Accounts Payable & Procure-To-Pay Conference & Expo is produced by:
Non-PO Invoice
Header Level or Line Item G/L Coding.
Available GL Account
information synced
from database.

32. The Accounts Payable & Procure-To-Pay Conference & Expo is produced by:
Landing Page
 Filterable Tasks
 In flight statistics

33. The Accounts Payable & Procure-To-Pay Conference & Expo is produced by:
Landing Page Continued
 Approval Bottleneck Insight
 Ability to research payment

34. The Accounts Payable & Procure-To-Pay Conference & Expo is produced by:
Invoice Task
 Tabulated Information
 In line viewer

35. The Accounts Payable & Procure-To-Pay Conference & Expo is produced by:
Assign GL Coding
 Coding Integrity enforceable via summation against invoice
 Filtered selection of GL Entries and validation of actual selection

36. The Accounts Payable & Procure-To-Pay Conference & Expo is produced by:
Supporting Documentation
 Drag and drop
 Document versioning annotations, etc.

37. The Accounts Payable & Procure-To-Pay Conference & Expo is produced by:
Invoice History
 Time based audit of events
 Stores events and performers

38. The Accounts Payable & Procure-To-Pay Conference & Expo is produced by:
 Real time approver selection
 Manual override available
Approval Selection

39. The Accounts Payable & Procure-To-Pay Conference & Expo is produced by:
Email Invoice from System
 Ability to email out to 3rd parties
 System stores the event in history

40. The Accounts Payable & Procure-To-Pay Conference & Expo is produced by:
 Valuable Invoice information is pulled out into email
 Link to lightweight approval application
Approval Email

41. The Accounts Payable & Procure-To-Pay Conference & Expo is produced by:
 Lightweight app
provides similar xCP
look and feel
 Information
necessary to approval
invoice is viewable
Email Approval Servlet

42. The Accounts Payable & Procure-To-Pay Conference & Expo is produced by:
 Send to Buyer
 Able to un-match, short pay, etc.
3 Way Match Issue Resolution

43. The Accounts Payable & Procure-To-Pay Conference & Expo is produced by:
 Invoices stored by final state, chronologically
 Invoice History is maintained in perpetuity
Browse

44. The Accounts Payable & Procure-To-Pay Conference & Expo is produced by:
 Collapsible Search Terms
 Ability to save search results to Excel
Search

45. The Accounts Payable & Procure-To-Pay Conference & Expo is produced by:
 Track count and average amount
of invoices by Vendor or Status
Reporting

46. The Accounts Payable & Procure-To-Pay Conference & Expo is produced by:
 Deep dive into a given invoice’s history and length of time spent
on each step
Reporting Continued

47. The Accounts Payable & Procure-To-Pay Conference & Expo is produced by:
Example ERP Integration
47
Select Related Content link

48. The Accounts Payable & Procure-To-Pay Conference & Expo is produced by:
Example ERP Integration (cont.)
48
The Related Content frame
will show at the bottom of
the page
Click on the document icon
to view scanned documents

49. The Accounts Payable & Procure-To-Pay Conference & Expo is produced by:
Example ERP Integration (cont.)
49
The Related Content frame is replaced with the View
Scanned Documents page. Click the link to display the
associated file in Documentum.

50. The Accounts Payable & Procure-To-Pay Conference & Expo is produced by:
Four Benefits of a Digitized &
Automated AP System
1. Cost Reduction:
 Significantly reduce the human processing effort and related costs by automating the
extraction and validation of digitized AP data elements.
2. Revenue Enhancement:
 Optimize your cash position by managing early pay discounts and avoid late payments. Use
automated 3-way matching (invoice, PO, shipping) and specialized exception queues for issue
resolution that optimize cash flow and minimize labor costs.
3. Risk Reduction:
 Secure your financial data so it is visible to the right people at the right time so they can take
action. Provide full audit tracking to prevent fraud and use tightly integrated records
management for automated retention and disposition.
4. Improved Visibility:
 Allow AP staff, Finance, business users, and vendors to have real-time access to status,
dashboards, and ad-hoc reporting.
50

51. The Accounts Payable & Procure-To-Pay Conference & Expo is produced by:
John Burns
John.Burns@flatironssolutions.com
415-845-9305
Contact
www.Flatironssolutions.com