The document outlines a webinar on AP automation presented by Bill Whalen from RJS Software, discussing the challenges of traditional paper-based processes and the benefits of digital document management. It introduces three levels of automation for invoice processing—OCR/barcode, application integration, and advanced forms processing—along with an implementation methodology focusing on phased projects for effectiveness. Attendees can access technical support and follow-up for questions and demos after the session.

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The Three Levels of AP Automation
Learn Which Option Is Best For You
Presented by: Bill Whalen, Account Manager at RJS Software

2. • About RJS Software
• Business challenges
• The three levels of AP automation
• Implementation methodology
• Q&A
Agenda

3. • Software developer
• Founded in 1990 in Minneapolis
• Acquired by HelpSystems in July of 2014
• Product focus:
About RJS Software

4. Paper-intensive, inefficient business processes
• Need automated workflow functionality for AP and other processes
• Gain new levels of efficiency without adding staff
• Eliminate paper processing and reallocate staff to value-added work
• Solve issue of processing and distributing paperwork across departments
and locations
• Streamline audit preparation and response time
• Fully utilize and extend existing IT investments across the company
Business Challenges

5. ERP and other business systems are not user-friendly
• Paper forms and paper documents require data that has to be re-keyed
into business systems
• Manual data entry is prone to error
• Slows down workflow and decision making
• Difficult to process paperwork across multiple offices and between
remote workers
• Reduces employee productivity
• Negatively impacts customer service
Business Challenges
IT department doesn’t or can’t modify ERP screens
• Document imaging not integrated to ERP

6. AP Department Challenges
 PO request process
cumbersome and paper
based
 On average, 3.6% of
invoices handled by A/P
have errors
 Cost of manually
handling, checking, and
processing a paper
invoice and cutting a
paper check: $8 to $12
 Taking advantage of
vendor discount offers
due to processing time
 Matching of receivers
and invoices major issue
 Cost to reproduce
documents for audits or
customer research
 Lack of control during
approval process
 Visibility of status of invoice process a big need
 Increased cost of postage for mailing purchase
orders and checks
 Average days in payables is too high

7. Typical AP Paper Process

8. Intro to Digital Document Management/AP Automation
• Invoices
• Purchase orders
• Bills of lading
• Proof of delivery
• Statements
• Acknowledgements, etc.
Documents are scanned Images are indexed Images are stored
in ECM system or
network drive

9. Intro to Digital Document Management/AP Automation
Three Levels of
Invoice Automation

10. 1. OCR/barcode
2. Application integration
3. Advanced forms processing
Three Levels of Invoice Automation
Invoice

11. The level of automation is usually dependent on the following:
• Invoice volume
• Vendors
• Number of AP processers
• Percentage of paper to electronic
Three Levels of Invoice Automation
Invoice

12. Intro to Digital Document Management/AP Automation
OCRBarcoding

13. • Statistics about OCR (Optical Character Recognition)
• Accuracy is not actually 95%+ as people advertise
• This means that a OCR engine will read 95% of the indexed CHARACTERS, not
documents
• A OCR Engine rated at 95% accurate is being used on a 9-digit field. The true
accuracy is 69.8% because the engine is reading 95% to the 9th power
• OCR is only as good as print and scan quality
• DPI is increased, increasing your storage size
The Challenge of AP Scanning: Template-Based OCR vs. Integrated Scanning

14. Intro to Digital Document Management/AP Automation
OCRBarcoding

15. OCRBarcoding

16. Intro to Digital Document Management/AP Automation
Application Integration

17. 1. Windows application processing
2. iSeries (green screen) processing
Application Integration

18. • What is it? Application integration is a multi-purpose way to integrate into a
business application without modifying our customer’s applications.
• When is it deployed? Typically deployed when we can make an operation
that would require a user to perform multiple steps into a single button push.
Examples:
• I have a document and I want to index it into WebDocs. Windows Integrator can pass
index information from your application screen to Scan Workstation.
• I have a document I want to find. Windows Integrator can be set up to read your
application screens and perform launched searches into WebDocs.
Application Integration (Screen Processing)

19. Windows Application Indexing
Indexes are retrieved for the Windows application and mapped
into the index values in the Scan WorkStation with a press of a
button on the Windows Integrator Toolbar.

20. Green-Screen Application Indexing
Indexes are retrieved for the green screen and mapped into the
index values in the Scan WorkStation with a press of a function key.

21. Intro to Digital Document Management/AP Automation
Advanced
Forms Processing

22. What is it?
• Document processing and forms automation system
Features:
• Captures documents from various sources – scanners, PC files, systems,
email, inbound fax
• Extracts data from semi-structured documents
• Ability to extract handwritten content
• Analyzes OCR extraction confidence and business rules with each
document and batch processed
• Users verify documents flagged for exception handling (quality assurance)
• External systems are typically integrated to verify and automate indexing
further and other feed data business processes
• Integrates with WebDocs
Solution: Advanced Forms Processing

23. Advanced Forms Processing (OCR)
• Capturing paper documents with forms-processing technology
• The difference from standard OCR – Fingerprints and Business Rules
Advanced Forms Processing (OCR)
Invoices are
scanned
Data verification
and validation
Release to
WebDocs
Image clean-up, data
extraction
Invoice
1. 2. 3. 4.

24. Applying the right level of automation to advanced capture
• Basic capture
• 1st level of automation and least expensive
• Zonal OCR, Click-Capture Technology
• Self-learning
• 2nd level of automation used WITH 1st level
• Advanced self-learning based on operator input
• Advanced capture
• 3rd level of automation used WITH 1st and also 2nd levels
• Classification, Splitting, Advanced Extraction, Rules Based Validation
Advanced Forms Processing

25. OCR Extraction Verification

26. OCR Extraction Verification

27. OCR Extraction Verification

28. Business Rules Verification

29. Business Rules Verification

30. Line Item Detail Extraction

31. Automated: end-to-end solution
• PO request process with audit trail
• Auto capture info: Extract information from invoice form
without keying
• Automated matching of documents: Match PO, receivers,
invoices, and even checks
• Workflow for exceptions
Reducing the paper shuffle
• Less paper and storage: Copies kept in multiple locations
can be eliminated. This reduces cost for storage and
personnel while mitigating risk. Users will also be able to
email, fax, view or print without creating multiple copies in
multiple locations.
Advanced AP Automation Benefits

32. Processing efficiency
• Your ERP is the core: Your keystrokes within your ERP system feed
the document management database. This standardizes data entry,
eliminates redundant data entry, and allows for easy retrieval of data and
documents from system.
• Immediate access: Get direct access to documents from ERP or other
systems from anywhere, anytime.
• No printing: Electronic documents digitally move through processes
and are instantly available from authorized users’ desktops.
Quicker resolution
• Manage reviews and approvals: Automated workflow will allow users
to electronically route, review, and approve documents in-process
without ever moving a physical document.
Advanced AP Automation Benefits (continued)

33. Choose the level of document
management/automation that best fits your needs!
• OCR and barcode for lower costs, simple document management.
Template-based process for each vendor.
• Application integration automate directly from your ERP or line of
business application.
• Advanced forms processing to completely streamline the process
and cover Non-PO and other exceptions.
Recap

34. Intro to Digital Document Management/AP Automation
Implementation Methodology
“The Phased Approach”

35. RJS Software projects are divided into discrete phases that permit easy identification of the
tasks, dates, and resources within each phase. The start and completion dates of each phase
are milestones for communication of the current project status.
Implementation Methodology
Project Management
Successful projects require planning and control. A key part of our implementation process is the planning,
staffing, and management of each project. For each project, RJS will assign a project manager. The RJS project
manager will be the primary customer contact for the implementation.
Phased Approach
• Departmental
• Process
Smaller projects are more successful because:
• Gets you using the software quicker.
• User adoption
• Lets you build off what is working
• Training

36. Phased implementation methodology
• A successful project starts with expectation setting
• Vendor expectations
• Customer expectations
• Solving the current needs today with the future in mind
• Realistic milestones and deadlines need to be set up front
• Departmental or process implementation
Successful Projects

37. AP Phased Implementation Methodology
WebDocs
Phase 1
The Core
Understanding what it can do for you
and your organization is the first step.
 How it can organize content?
 What needs to be captured?
 Who needs access and to what?
System Generated
Content
Phase 2
Capture supporting documentation like AR
Invoices, PO s, BOL, Emails etc... from:
 Network
 ERP/LOBS
 iSeries/Windows Server
 User Tools
 Scan Workstation
 Workflow/Routing
 Application Integration
Phase 3
Advanced Forms
Processing
Phase 5
Full Automation
Smart AP WebForm
Exit/Trigger Program
Automation
Phase 4
 Process Streamlining and
Integration in to your ERP/LOBS
 Smart AP WebForm
.
The 5 phases to a successful AP implementation

38. Intro to Digital Document Management/AP Automation
Question and Answer Time

39. One-on-one demo/follow-up call
• Schedule live demo
• Deep-dive look at available solutions
• Answer specific questions about options and how it may
fit your situation
Next Steps

40. Contact:
Bill Whalen
RJS Software
bill.whalen@helpsystems.com
or
sales@rjssoftware.com
+1 888-757-7638
Learn More

41. Tips for using WebEx
• Receiving Teleconference Info
• The chat box (asking questions/tech issues)
Housekeeping
• Handouts
• This program will be recorded

42. Thank You!
Questions after the event? Email webinars@iofm.com
We hope to see you at a future AP Network event! For upcoming events please visit www.tapn.com.