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![“We now receive invoice approvals in hours versus weeks.”“With KnowledgeLake and SharePoint, we got rid of faxing and emailing for approvals [and] we increased processing by 40%!”Larry BryantAP SupervisorAmdocsLewie WakeCIOAdvantage Sales & Marketing“The document capture solution from KnowledgeLake and Microsoft SharePoint has allowed Build-A-Bear associates to scan business critical documents from stores around the country and share them in SharePoint.”Dave FinneganChief Information BearBuild-A-Bear Workshop, Inc.Client Testimonials](https://image.slidesharecdn.com/accountspayablekillerapp040909-090630144054-phpapp02/75/Accounts-Payable-Killer-Application-for-SharePoint-17-2048.jpg)
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Accounts Payable Killer Application for SharePoint
- 1. Accounts Payable -The Killer App for SharePoint
- 2. Invoice ProcessingAverage costto process an invoice around, $12 Firms with high level of automation (imaging, EDI or e-invoicing, near paperless processing, etc.) have half the processing costs compared to non-automated firms with a median cost to process an invoice $6 going as low as $3Therefore if you process just 1000 per month savings could reach over $70000 per year.
- 3. Benefits of APAutomationCapture - ScanningIncreased processing speedReduced labor – less data entryReduced paper handlingDecreased errors, Higher AccuracyFeeds ERP (Great Plains, SAP, Oracle, Lawson, etc.) systems
- 4. Benefits of APAutomationResults of electronic paperFaster retrieval time Easy access to invoices (electronic)On-Time paymentsMore early payment discountsAuditable business processes – greater visibilitySupport compliance No more misplaced/lost invoicesStorage costs reduced or eliminated
- 5. Agenda for Today’sWebinarChallenges facing Accounts Payable departmentsWhat to look for in a solution Benefits of automated invoice processing Invoice capture processSample implementationWhy a Information Worker centric solutionInvoice capture demonstrationProduct OverviewKnowledgeLake customer case studies
- 6. Challenges and KeyIssues for Accounts Departments Found in majority of organizationsIn fact any organization involved in buying or selling goods!Need for process automation increases70% of incoming mail is bills 96% of processing is manual keying of data from paper
- 7. Things to considerwhen you review Your Process Identify and document existing processesWhat errors occur and what improvements can be madeRemove paper from the process early on, sooner the betterStore off-site if needed Control access - secure storageHave an accurate audit trail - record receiptTrack users productivity
- 8. What to Lookfor in a Solution Ease of use‘Out of the box‘No complex learning periodRequires little to no maintenanceNo supplier-specific set-up or 'tuning' requiredSame level of performance when invoices change or are added Improve your accounts payable processAutomatically prioritize invoices from suppliers with early-payment discountsRoute high-value invoices or problem invoices to exception handling - WorkflowDelivers maximum cost reduction, don’t pay for more than you need. Take advantage of existing software and hardware investment
- 9. Benefits of AutomatedInvoice Processing ReviewImproved Data AccuracyAutomation yields better data accuracyPreventing errors less costly than correcting themHuman errors inevitableDifficult to catch, expensive to reverse
- 10. Reduce Invoice ProcessingDelaysReduce the time delay between receipt of invoice and postingLeverage early payment discountsAvoid late payment penaltiesFinancial information available real-time Quicker month, quarter and year end closeAP staff are knowledge workers, not data entry clerksSeparating data entry from accounts payable tasks saves moneyAccounts payable staff use their expertise in a more productive manner Negotiating discountsReduce Paper Handling
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- 12. AP Automation ChallengesNo such thing as a typical invoice Invoices vary in formatMultiple pagesToo many different formats to template
- 13. Classifies the documenttypeInvoicePurchase orderCredit notePacking Slips
- 14. Data for ExtractionDatePurchaseOrder NumberInvoice NumberSupplier DetailsTotalTaxGrand totalInformation is extracted and validated by operators or through database look-upsMatched to ERP system
- 15. Backend System IntegrationBest-of-breedsolutionOpen architecture platform - Compatibility with back-end systems
- 16.
- 17. “We now receiveinvoice approvals in hours versus weeks.”“With KnowledgeLake and SharePoint, we got rid of faxing and emailing for approvals [and] we increased processing by 40%!”Larry BryantAP SupervisorAmdocsLewie WakeCIOAdvantage Sales & Marketing“The document capture solution from KnowledgeLake and Microsoft SharePoint has allowed Build-A-Bear associates to scan business critical documents from stores around the country and share them in SharePoint.”Dave FinneganChief Information BearBuild-A-Bear Workshop, Inc.Client Testimonials
- 18. Why a MicrosoftCentric Solution
- 19. ECM Information InputSources Information Worker (IW) CaptureAd hoc input: scanning, electronic filesDesktop driven contentProduction Capture (paper to image)Converting paper and working with digital imagesCentralized and remote captureHigh volume Scan and index done by dedicated staff
- 20. Information Worker (IW)ECM Who are Information WorkersSenior management, middle management, staff, clerks from all departmentsBusy people who don’t want new responsibilities unless the investment will make their job easierProduce and Handle High Value Content $$$
- 21. Information Worker ECMChallenge Ease of Use, they don’t want:Complicated save and index processesSearching multiple repositories for related contentInefficient search process (lack of metadata) Desktop not tightly integrated with ECM so users don’t publish content to repository Low user adoption defeats ECM investment
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- 62. AP Just theOn Ramp to a Document Management Environment
- 63. Document Imaging BenefitsReduceEnvironmental Impact Improve Operational EfficiencyEnhance Customer ServiceEliminate Shipping and Faxing Streamline Document ProcessingEnable Regulatory ComplianceDecrease Operating CostsDecrease Storage Space Provide Disaster Recovery
- 64. Capture E-documentsFrom Desktop, Outlook And Also Drag-n-drop
- 65. Accurately IndexDocuments
- 66. Release IntoSharePoint Libraries
- 67. Complete ProcessIn Just 2-clicks!
- 68. Scan PaperDocuments With Desktop, Departmental And Production Scanners
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- 70. Release IntoSharePoint LibrariesConnectCaptureSharePointKnowledgeLake extends the native capabilities of SharePoint to give you the freedom and flexibility to scan, index, store, retrieve and view large volumes of documents in a variety of waysServerImaging Database Lookup & Index Automation
- 71. Perform ExactRelevance Searches With Any Combination Of Index Values
- 72. Central EnterpriseIndexing Schema
- 73. Zero-footprint ImageViewer
- 74. Capture FromOffice Copiers, Multi-function Devices, Fax Servers And Network Scanners
- 75. Index AndScan Via Web Browser
- 76. Automate PDF,OCR ConversionTotal ECM with SharePointCentralized and remote paper captureIW capture for electronic and paper contentMetadata driven pinpoint searchesTotal ECM w/ SP: scan, index, search, view, manageLeverage SharePoint: repository, workflow, document management, records management, web content managementFast user adoption
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- 78. High Value DocumentsKnowledgeLakeCustomer Processes
- 79. Sample KnowledgeLake Customers…FinancialScottradeBank of AmericaAxis CapitolWestern Union Lutheran Church Extension Fund Cambridge Investment ResearchCircle LendingHealthcare/InsuranceWellPoint Carle ClinicGood Shepherd HospitalBJC HealthcareAAA Auto ClubRetail/Mfg.Pella WindowBuild-A-BearSave-A-LotValero OilDelta GasAdvantage Sales/MarketingGovernment/EducationUnified GovernmentAdams CountyState of IllinoisWashington UniversityWinona State UniversityNotables. . .ScalabilityScottrade – 20M Documents, 275 Capture LocationsAccosta – 285 capture locationsAdvantage Sales/Marketing – 5,000 UsersIntegration Amdocs – Oracle FinancialsValero Oil – SAPBuild-A-Bear – LawsonLegacy MigrationsWashington University – Optika/StellentLCMS– FileNetTricor Braun – DocumentumHouse Hold NamesBank of AmericaWellPointChevron
- 80. CompanyMarketplaceExperienceMicrosoftDocument Imaging &Capture for Microsoft SharePointRegional offices throughout North AmericaPartners throughout the worldYears of experience with legacy ECM productsFirst mover in SharePoint ECM since 2003100’s of successful customers using SharePoint for ECMFounded in 1999Headquartered in St. LouisPrivately held by KnowledgeLake executives and FujitsuManaged Gold Certified ISVMember Technology Adoption ProgramMember Partner Advisory CouncilMember Developer Advisory CouncilAbout KnowledgeLake…
- 81. ROI with KnowledgeLake94%of imaging projects pay for themselves in less than 1 year*KnowledgeLake drives user adoption KnowledgeLake drives Hard Costs SavingsSavings of 43 hours per year per employee (save, index, search 10 docs/day)$1,000 per desktop user (SAVINGS POTENTIAL $$$)Save $20 in labor to file a documentSave $120 in labor to find a misfiled documentSave $220 in labor to reproduce a lost documentKnowledgeLake helps leverage Microsoft Investment
- 82. ResourcesKnowledgeLake White PapersProductDemonstrationsStreaming PresentationsWebinarsROI Calculators and Assessments
- 83. Contact InformationSales atKnowledgeLakeinsidesales@knowledgelake.comKnowledgeLake, Inc.3 City Place Drive, Suite 700 Saint Louis, Missouri 63141Phone: 314.898.0500Fax: 314.898.0501Toll Free: 888.898.0555
Editor's Notes
- #3 IOMA - The Institute of Management & Administration
- #18 AmdocsAccounts PayableImaging and Approval Workflow 50 branches 500 invoices per month per location 3 month ROI Advantage Sales & Marketing 50 LocationsApproval 40% fasterSave $95,000/Year5,000 Users
- #20 IW Capture These are people like you and me. Work in office and outlook all day. Create lots of contentElectronic Files These are documents like HR Policies, Manuals, Vacation Forms, 401K Info, employee reviews, sales policies, etc Without ECM it is difficult to ensure that the latest documents are usedProduction Capture
- #21 These are the users typically left out of traditional ECM implementations Too expensive - $2500 per user Difficult to implement Difficult to useMake it easier, not harderLosing your own documents
- #22 Ease of Use, they don’t want:Complicated save and index processesSearching multiple repositories for related contentInefficient search process (lack of metadata) Desktop not tightly integrated with ECM so users don’t publish content to repository Low user adoption defeats ECM investmentEasy to find Accurate results – too much data Search for : Sales PowerPoint
- #27 For our first example of KnowledgeLake in action we’ll walk through an Accounting capture experience.This demonstration will step you thru capturing images using KnowledgeLake Capture, indexing, searching and reviewing from within SharePoint.The first step is the scan the documents we start by opening KnowledgeLake Capture. As you can see it has the familiar ribbon bar that you will see in all new Microsoft Office 2007 products. Prior to capturing our accounting pages SharePoint was configured to store and organize these various document types. In this scenario both Invoices and Packing Slips will be captured, we have selected Invoices as our default document. Next press the Scan button.
- #28 The next step is to index the pages, upon selecting this function the ribbon bar will change automatically. Prior to indexing you could have scanned, moved, deleted and inserted additional pages.
- #29 In the right column the index panel appears, this lists the various document types and related indexes. Here the Invoice index values are listed. You can also see at the top of the screen the Index ribbon panel offers a number of functions including page, document, field and Zonal OCR.
- #30 Here we have entered the first key index of PO Number 55555. In this demonstration we have configured the client to enable some index automation.By entering the first index value of 55555 KnowledgeLake Capture sends a request to the SharePoint server configured with KnowledgeLake Image Server to invoke a database lookup. Image Server provides the capability to connect to your LOB databases and send a query requesting additional data about this PO Number. By using auto indexing via db lookup the accuracy of data can be increased, and the labor entering index fields can be reduced dramatically.
- #31 Here you can see the Invoice Amount and Vendor Name are returned and entered into the index values.
- #32 Now the only indexes requiring manual entry are Invoice Number and Date. We enter the Invoice number Tab to the Date index.
- #33 We now complete the indexes for the other documents
- #34 These indexes will be used later to search for the documents from within SharePoint
- #35 In addition to manual keyboard entry of key index fields another option is available, Point and Shoot OCR. By dragging a box over any text on the image a drop down list appears offering all available indexes for this document. Simply highlighting that index field will perform OCR recognition of the text within the box and then deliver into the assigned field.
- #36 The index was successfully converted and entered into the PO Number field. You can see a snippet of the image extracted from the page directly above the index value. Once again the database lookup is initiated and the additional DB lookup fields are entered.
- #37 The final index field is completed and the document is ready for release to the SharePoint server.
- #38 By tabbing down to the Accept button the indexing step is completed and the user is prompted to authorize the Release of the Batch. Upon pressing the button the images with their respective index values are delivered into SharePoint. This completes the capture process.
- #39 Now we’ll move over to SharePoint
- #40 Here is a typical document folder within SharePoint. As you can see there are a number of invoices with different Invoice numbers, dates, PO Number etc. This is only a small sample of a repository, imagine that this could store 1000’s if not 10,000’s of images. KnowledgeLake actually organizes these documents with SharePoint in folders automatically created as you capture the content, we’re just not making those folders visible in this view.
- #41 Here you are presented with a search page, created by KnowledgeLake Search, to retrieve your files. Administrators, or even users, can build these very simple yet powerful search pages to find anything stored by KnowledgeLake within SharePoint. Here you can enter the search criteria, these are preset fields setup by the Admin. The end user doesn’t have to worry which folders, or even document types they are search for.
- #42 In this example the user enters the PO Number and a date, any criteria could have been offered for the users to search. Here we enter 55555 and the date of August 3, 2007. These are the indexes we entered during the capture process. And then press the Search button.
- #43 At the lower panel of the page the search results are listed. The columns in the result were also pre configured by the Admin. Here you can see two results, one was our Invoice, the second a Packing List, you can also see the additional index fields. It’s clear the results have a PO Number of 55555. Unlike traditional web based search where you really don’t see why the results were returned, here you can easily distinguish which file you wish to view, and why.
- #44 Upon clicking on the dropdown list, next to our selection, a number of options are listed, two of which are specific to KnowledgeLake. View will launch our image into a new browser window and open the KnowledgeLake Viewer. This viewer requires not Active X or Java plug-ins and will work with most versions of Internet Explorer, users don’t have to install anything on their system. No confusing and sometime threatening 3rd party installations.
- #45 This zero-footprint viewer makes it possible to view thumbnails and rotate, zoom, print and email images directly from a web browser. In addition, users can view and/or edit the SharePoint properties while viewing the document. In addition, KnowledgeLake View is integrated into SharePoint and Office Workflow, so users can participate in or start workflows directly from the viewer. Here we can see our multipage Invoice along with the stored index values.
- #46 You can also annotate documents from the browser using text and image stamps, highlights, line drawings and sticky notes. Workers can also bookmark specific pages of large documents for easy access, plus easily send URL Links to these bookmarks to any SharePoint user.
- #47 Here you can see a Highlight annotation added to the document bringing attention to the Invoice #, date and Customer ID.This will conclude the demonstration of capturing, indexing, storing and retrieving an image, we’ll now move onto capturing an e-document.
- #64 Document copied 19 timesReduce Environmental Impact – Less paperImprove Operational Efficiency - WorkflowEnhance Customer Service – Faster responseEliminate Shipping and Faxing – Dist. CaptureStreamline Document Processing - WorkflowEnable Regulatory Compliance – Records MgmtDecrease Operating Costs – All aspectsDecrease Storage Space – No more filing cabinetsProvide Disaster Recovery - Backup
- #66 Hard Dollar ROI vs. Native SPPer Information Worker (IW)Save 10 document/files per dayIndex 10 documents/files per daySearch 10 documents/files per day+ $1,000 per IW per year (~ 47 hours)Production ECM ROI$25,000 - $35,000 per capture specialistSame IW savings as above
- #67 Every day, in offices throughout the world, people are in constant motion, creating products, delivering services, making decisions, and forging relationships. What is the one ingredient essential to driving success in all these vital activities? Easy access to the documents and data needed to produce results.
- #68 KnowledgeLake provides companies like these with the leading document imaging and capture software that simplifies how Microsoft® SharePoint® users organize, store, access, and route millions of documents. These documents include everything from reports, correspondence, invoices, forms and other printed materials to faxes, e-mail messages, financial data, and other information stored electronically.
- #69 Not only can KnowledgeLake can deliver a new ECM system, but also migrate and integrate with other leading industry solutions.
- #71 KnowledgeLake drives user adoption Ease of use of productsAutomated content loading and indexingDirected/Index Search with robust viewingConsistent user experience with Office and Image documentsKnowledgeLake drives Hard Costs SavingsSavings of 43 hours per year per employee (save, index, search 10 docs/day)$1,000 per desktop user (SAVINGS POTENTIAL $$$)Save $20 in labor to file a documentSave $120 in labor to find a misfiled documentSave $220 in labor to reproduce a lost documentKnowledgeLake helps leverage Microsoft Investment