1. ZetadocsforNAV-PayablesApproval
Improved invoice processing and approval for Microsoft Dynamics NAV to help
your Accounts Payable team become more productive.
Are you still using a paper or email-based process for approving payment of supplier invoices?
Passing around invoices within your organization using internal mail or email can result in slower
approvals, with little visibility or control.Too many invoices awaiting approval can get misplaced
or delayed resulting in early payment discounts being missed or overdue payment charges being
incurred. Your credit terms and the smooth operation ofyour supply chain may even be put at risk.
Zetadocs Payables Approval is an add-on for Microsoft Dynamics NAVthat puts the whole approval
process on screen and under your control. Buyers and budget holders can view and approve purchase
invoices whether they are in the office or away from it. Zetadocs brings a transparency and control
over approval processes that result in a new level of operational efficiency, yet with reduced costs.
Greater efficiencies and reduced costs
Using Zetadocs Payables Approval helps get invoices approved faster than a paper-based process
and minimizes the riskof invoices getting misplaced or buried:
• On average, approvals take 36% longer using a paper-based system, meaning early payment
discounts can get missed, there is increased riskof breaching credit limits and supplier
relationships are tested.†
• The Accounts Payable team can expect to spend 34% less time processing, filing and paying
invoices when using an electronic system such asZetadocs.‡
• The expected savings of 25% on the industry average cost of $10 for processing each invoice
mean thatZetadocs typically reduces the ongoing costs of accounts payable processes within
three months of first use.*
Zetadocs can provide instant access on screen to all documents relating to a purchase: the quotation,
purchase order, contract, delivery/acceptance paperworkand invoice.These key documents may be
viewed by an approver alongside a copy of the NAVpurchase invoice record, saving time and enabling
tighter checks in the approval process.
Better visibility and control for faster invoice approvals
Zetadocs Payables Approval enables the accounts team to manage the invoice approval process on
screen, reducing effort and giving total control:
• Management console to see instantly where each invoice is in the approval process
• Quickly identify where delays and hold-ups occur, with access to the full approval history for
each invoice
• Find specific overdue invoices to chase or reassign Δ
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Benefits at a glance
• Efficient – faster than the traditional
paper process and the end of
lost invoices, POs and delivery
paperwork
• Cost savings – on screen approval
reduces the cost to process each
invoice and helps achieve early
payment discounts
• Visibility – none of the opaqueness
of paper or email-based processes,
with on screen access to approvals
across the organization
• Control – tools to manage the invoice
authorization process, putting the
finance team backin control
• Easy to use – integrated with NAV
for a familiar user experience that
doesn’t require special training
• Zero-maintenance – a hosted
solution, always running the latest
version with reliable and secure
access
• Flexible – customizable by Microsoft
partner for more complexapprovals Δ
• Mobile – approve invoices using
phones, tablets or PCs
I find Zetadocs a great way to demonstrate clear
financial benefits to the board – more so than with
any other software we have purchased.
Richard Howarth, Finance Manager,
Holchem Laboratories Ltd“
“

2. Designed for companies using Microsoft Dynamics NAV
Fully integrated with NAV, Zetadocs Payables Approval is intuitive to use for both the Accounts Payable team and approvers across the organization,
and does not require any special training. Its cloud-based design means that you always have access to the latest features, securely and reliably
accessible from anywhere, helping ensure invoices get approved promptly, even when managers are away on business.
• Straightforward for your Microsoft partner to implement with no client software to install and no firewalls to change
• Simple monthly subscription for each user without any capital outlay beyond the implementation costs
• Available on Microsoft Azure and maintained for you by experts, saving you the running costs and IT issues associated with on premise solutions
Flexible to match your approval process
Zetadocs Payables Approval works with posted or unposted purchase invoices in Microsoft Dynamics NAV, ensuring it meets your needs:
• Integrated with NAVto release invoices for posting when approved or keep posted invoices on hold until approved
• Forthcoming support for multi-stage approvals and approval of purchase orders (POs) Δ
• Optional customization byyour Microsoft partner for further integration with NAVusing more complexapproval rules Δ
Approve anywhere
The browser-based interface ofZetadocs Payables Approval ensures it is available to your approvers wherever they may be:
• No software for the users to install, with email prompts and support for phones, tablets and PCs
• The right information is available to approve or reject an invoice with the invoice data from NAVsupported by copies of the actual supplier
invoice, purchase order and delivery documentation – all without needing direct access to NAV
Secure by design
Access to your on premise or hosted NAVsystem isvia an encrypted connection, with the security of your data at the root of our design:
• Data transmission is encrypted using 256-bitSSL(HTTPS) certificates to guarantee privacy – more secure than many online banking systems
• User access to Zetadocs Payables Approval is controlled by Windows Live ID sign in, the basis of the new Microsoft Account for Windows 8
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Equisys plc Equisys House, 32SouthwarkBridge Road, LondonSE1 9EU, UK
T +44 (0)20 7203 4000 F +44 (0)20 7203 4005 E sales@equisys.com
Equisys Inc 30000 Mill CreekAvenue,Suite 335, Alpharetta, GA 30022, USA
T +1 (770) 772 7201 F +1 (770) 442 5789 E sales@usa.equisys.com
ZDN-DS-PAAP-1304. ©2013 Equisys plc. All trademarks acknowledged.
All information accurate at time of publication.
Features Benefits
Integration with NAV posted or unposted invoices to follow your
current supplier invoice booking and authorization process
Familiar and easy to use: approved invoices may be selected in NAV using standard filters
so that they can be posted or released and included in NAV’s suggested vendor payments
Secure browser based service for approvers to use from anywhere
Zero maintenance hosted service: minimal setup and configuration time with no need to
adjust firewalls, no ongoing worries about security holes and no client software to install
Management console to monitor the entire approval process and spot
overdue invoices
Total visibility and control of the approval cycle: know the status of each approval, view
bottlenecks or possible holdups and take action
Complete audit trail of each approval task with full history of the
approval cycle
See who has approved what and when, with any comments made at each stage of
the approval
Modern design with an intuitive role-based home page and clearly
laid out screens
Simple for any approver to use and more efficient than paper or email-based authorization
Task based approvals to better match your specific approval process for
supplier invoices Δ Accommodate complex multi-stage serial processes
Email reminders to automatically chase reluctant approvers Δ
Save time chasing overdue invoices and answering the resulting supplier queries
Customizable for deeper integration into NAV to select approvers through
custom logic or adjust what is written back to NAV when complete Δ
Partner can extend the solution to match more closely the way you work; works with
Zetadocs Capture editions for batch and automated capture and filing of documents
† Calculations based on each approver responding the same day to approval requests (whether on screen or via paper), working away from the office one day a week and mislaying one piece of paper in
twenty-five for an average of two days
‡ Based on paper-based approval systems requiring each invoice to be matched to any purchase order paperwork, entered into NAV, distributed, filed on receipt back and marked for payment (3 min total), with
mislaid copies meaning this process must be replicated for 1 in 25 documents with the associated time chasing approvers (5 min) and dealing with unpaid suppliers (10 min) – average 3.8 min per invoice;
screen-based approval systems require data entry and assignment for approval (2 min), follow-up (1 min for one in ten), and a need to deal with half the number of unpaid suppliers – average 2.5 min per
invoice
* The Institute of Finance and Management’s research in 2010 established that it costs an average of $10.58 to process a PO invoice; time to reach costs savings each month calculated on the basis of a company
with 10 approvers with each having 50 invoices per month to approve and an implementation of Zetadocs by a Microsoft partner taking 2 days charged at $1000/day
Δ Feature planned for a future release of Zetadocs Payables Approval