This document outlines a presentation about automating accounts payable (AP) processes. It discusses challenges with manual, paper-based AP workflows and how digitizing and automating invoice processing can help. Examples of automation include capturing invoices electronically through scanning, email monitoring, and application integration. A document management system called Webdocs is demonstrated for indexing, storing, and routing invoices through an approval process. The presentation concludes with a demo and Q&A.

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AP 101: How to Automate Your
Processes and Improve ROI
Go Paperless by Automating Your Key Document Processes

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. 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. AP 101: How to Automate Your AP Processes and Improve ROI
HelpSystems Family of Brands

5. AP 101: How to Automate Your AP Processes and Improve ROI
Document Management Solution Overview

6. AP 101: How to Automate Your AP Processes and Improve ROI
Document Management Solution Overview

7. AP 101: How to Automate Your AP Processes and Improve ROI
Document Management Solution Overview

8. AP 101: How to Automate Your AP Processes and Improve ROI
Document Management Solution Overview

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. AP 101: How to Automate Your AP Processes and Improve ROI
Business Challenges
Paper-intensive, inefficient business processes

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. AP 101: How to Automate Your AP Processes and Improve ROI
In the Beginning…

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. 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. AP 101: How to Automate Your AP Processes and Improve ROI
How Do I Locate a AP Invoice Today?
Name: Acme Corp

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. AP 101: How to Automate Your AP Processes and Improve ROI
ERP Integration

18. AP 101: How to Automate Your AP Processes and Improve ROI
Typical AP Paper Process

19. AP 101: How to Automate Your AP Processes and Improve ROI
Common AP Implementation

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. 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. AP 101: How to Automate Your AP Processes and Improve ROI
Today: Entering AP Invoices from Paper

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. 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. AP 101: How to Automate Your AP Processes and Improve ROI
Enter AP Invoices from Scanned Documents

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. 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. 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. 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. 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. AP 101: How to Automate Your AP Processes and Improve ROI
OCR Zones

32. AP 101: How to Automate Your AP Processes and Improve ROI
Barcoding

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. 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. 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. 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. UP NEXT...
Demo Time

38. UP NEXT...
Questions and Answers
Please enter your questions in the chat log

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