This document discusses automating accounts payable processes. It begins by describing how AP processes are typically very manual, costly, and error-prone. It then lists common objectives like reducing costs and ensuring compliance. Some challenges of manual AP are outlined, such as bottlenecks and lack of visibility. Typical inefficiencies that increase costs are listed as well. The document then discusses how Canon's automated AP solution can provide benefits like improved visibility, reporting, and reduced processing times and costs. It concludes by inviting the reader to learn more about Canon's AP automation services and solutions.

1. AUTOMATE
YOUR
ACCOUNTS
PAYABLE

2. 2
WHAT DOES YOUR
APPROCESSLOOKLIKE?
For many organisations, processing invoices is
extremely manual and paper intensive. In addition,
it is costly, time consuming and open to errors.
Some organisations have even more complicated
workflows than the above, which will include many
more manual touch points. Each one of these touch
points is a potential bottleneck that can delay the
process or introduce user errors.
Inbound invoices
Invoice paid
Sort piles of paper
Data verified & matched
with PO/certificates
Data entry
Invoice approved
Invoices archived
=
Manual
Process

3. 3
WHATAREYOURAPOBJECTIVES?
Reducing invoice processing time
and administration costs
Increasing invoice visibility
to ensure on-time payment
Ensuring compliance
for auditing purposes
WHY IS AN EFFECTIVEAPPROCESSIMPORTANT TO YOUR BUSINESS?
Having an effective AP process is valuable to any business no matter the size or the scale,
as it directly affects cash savings and productivity.
DO YOU EXPERIENCE ANY OF THESE COMMONCHALLENGES IN YOUR AP PROCESS?
Challenge: Traditionally AP is a very
manual and labour intensive function
Effect: High departmental head count
and high associated wages
Result: Inefficient processes drive up
the cost of invoice processing
Challenge: Delays in payment
& collection, particularly when dealing
with multiple suppliers due to poor visibility
of invoice status
Effect: Late payments
Result: Further inefficiencies
and low cost savings
Challenge: Little or no formal sign off
process, and overall workflow dueto the
manual nature of AP processes, which
have developed to combat bottlenecks
Effect: No record keeping and visibility,
lost invoices
Result: Non-compliance for audit
purposes, penalties
Many organisations may also have specific
pressures such as environmental issues, time
pressure due to moving offices or purchase
orders in a foreign language.

4. 4
WHY DOES A TYPICALAPPROCESS HAVE A HIGHCOST?
INEFFICIENCIESANDHIGHCOSTOFINVOICEPROCESSING:
Bottlenecks often arise with manual invoice
approval process1
Large amount of time wasted searching
for documents4
Manual entry of invoice data is time consuming
and inefficient2
Risk of errors resulting in time lost resolving
discrepancies5
Storage and archive costs for paper invoices
are high3

5. 5
CANYOUSEE WHERE YOUR INVOICES ARE IN THE APPROVALPROCESS?
Due to the manual nature of the AP process, there may be limited visibility on the status
of outstanding debts, and where an invoice is sitting in the approval process.
Unable to answer supplier
queries first time.
Late payments incurring
cash penalties, creates poor
supplier relationships,
and additional loss of time
in handling disputes
Reduced ability to forecast
accurately and manage
cash flow.
THISRESULTSIN:
WHY IS REGULATORYCOMPLIANCEIMPORTANT?
Lost accounts payable
documentation requires
additional time to acquire
duplicates = even more
time wasted
Finance departments
typically waste time
looking for documents
which they cannot find
Poor audit trails = risk
of non-compliance
to accounting practices

6. 6
Canon professional
services is available to
help design and implement
at each step. Alternatively,
Canon can provide this
process as part of a
managed service.
CANON’SAUTOMATED
ACCOUNTSPAYABLE SOLUTION
» PDF, XPS, PDF/a-1b, iHQC
» Editable
» Searchable
» Indexed
» Compressed
Connectors
Approvals
» Document Recognition
» Image Pre-Process
» Indexing
» Document Creation
» Document Compression
Validation
OR
Hardware Scanned or
Electronic
Images
ERP Sharepoint
User
Folders

7. 7
WHAT ARE THEBENEFITS?
HOWMUCHVISIBILITYWILL I HAVE IN
CANON’S ACCOUNT PAYABLE SOLUTION?
»» Invoice status visibility
»» Better spend analysis
»» Enable budget optimisation
»» Improved cash flow planning
»» More accurate forecasting
»» Identify bottlenecks in the approval process
REPORTSPROVIDE
Reduce time spent resolving payment disputes1
Leverage early payment discounts2
Reduce AP invoice processing times3
Reduce costs of document storage and compression4
Avoid late payment penalties
Manage cash flow
5
6

8. To find out more contact:
Canon Australia Pty Ltd
Email: business@canon.com.au
Phone: 13 13 83
canon.com.au/business