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Accounts Payable Automation using Document Management and Workflow presented by Paul Kiefer & Ken Cleary

Accounts Payable Automation using Document Management and Workflow presented by Paul Kiefer & Ken Cleary. March 18th, 2008. QAD REAL SOLUTIONS. Project Overview: Streamline A/P Process Company Overview Multiple Site Manufacturing Company Automotive Supplier Centralized A/P Department

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Accounts Payable Automation using Document Management and Workflow presented by Paul Kiefer & Ken Cleary

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  1. Accounts Payable Automation usingDocument Management and Workflowpresented byPaul Kiefer&Ken Cleary March 18th, 2008

  2. QAD REAL SOLUTIONS • Project Overview: Streamline A/P Process • Company Overview • Multiple Site Manufacturing Company • Automotive Supplier • Centralized A/P Department • Separate MFG/PRO Databases (Version eB)

  3. QAD REAL SOLUTIONS • Project Overview (continued) • Project Drivers • Central Consolidation of 5 A/P Departments • Staff Reduction • A/P Process – “Past Due” • Daily Paper Chase • Painful Manual Process • Racks & Racks of Paper Document Storage

  4. QAD REAL SOLUTIONS • Project Overview (continued) • Objectives and Goals • Handling Paper Documents one time only • Reduce Paper Storage Requirement • Automate Invoice Process – Exceptions only • Maintain Minimal Staffing • Maintain “Current” A/P Process

  5. QAD REAL SOLUTIONS • Presentation Overview • Detailed Solution Review • Implementation Process • Live Demonstration • Other Applications • Questions/Answers

  6. QAD REAL SOLUTIONS • Solution Overview • Packing Slip / Receiver Capture • Invoice Document Capture • MFG/PRO Data Capture • Invoice Processing • Initial Workflow Process • Auto Match • Exception Processing • Exception Vouchering • Invoice Completion • Check Processing • Other Features

  7. QAD REAL SOLUTIONS • Technical Solutions Applied • OnBase Software by Hyland Corp. • Teleform by Cardiff Software • SIGConnects by SIG • ImageSoft Technical Services (OnBase Integrator)

  8. QAD REAL SOLUTIONS • PACKING SLIP / RECEIVER PROCESS • Former Process • Each location receives in MFG/PRO (5.13.1) • Packing Slip documents mailed to central A/P Dept. • Central A/P receives paper documents and sorts by location and by vendor • Paper documents filed, then moved to storage • Manual “hunting” for packing slips when required

  9. QAD REAL SOLUTIONS • PACKING SLIP / RECEIVER PROCESS • New Process • Each location receives into MFG/PRO (5.13.1) • Packing Slip scanned and receiver number captured from MFG/PRO – Document image sent to OnBase • OnBase lookup to MFG/PRO to retrieve receiver information: PO Number, Vendor, Date, etc. • Packing Slip paper retention minimal • Exception Report of Packing Slips not in OnBase

  10. QAD REAL SOLUTIONS

  11. QAD REAL SOLUTIONS

  12. QAD REAL SOLUTIONS • PACKING SLIP / RECEIVER PROCESS • Benefits • Online lookup of receiving documents – immediately available • Significantly reduce paper handling & mailing costs • Minimal document storage requirements • Eliminate the cases of lost & misplaced paperwork

  13. QAD REAL SOLUTIONS • Invoice Capture • Former Process • Receive invoices – mail (90%), email, EDI • Manually sort invoices by location & type and deliver to A/P • A/P processes the invoices • Upon completion, sort invoices by location and voucher number • File by location, move to long term storage

  14. QAD REAL SOLUTIONS • Invoice Capture • New Process • Receive Invoices – Mail, Email, EDI • Capture Invoices from Email • Scan Invoices into OnBase/OCR • Begin Automation Process • File for short period - discard

  15. QAD REAL SOLUTIONS • MFG/PRO Data Import to OnBase • Purchase Orders • Daily Update into OnBase • Form Overlay for Display • Open Receiver Line Items • Invoice Vouchers Processed

  16. QAD REAL SOLUTIONS • Invoice Processing • Former Process • Manual Review of Invoice and MFG/PRO Report of Open Receivers • Email Invoice for Review/Approval, if Required • Invoice Discrepancy Review - P.O., Receiver/Packing Slip, Invoice • Manual Entry of Invoice into MFG/PRO Voucher Maint (28.1) • Vendor Inquiries – Paper Retrieval from Files • File Invoice

  17. QAD REAL SOLUTIONS • Invoice Processing • New Process • Scan of Invoice Initiates Workflow Process in OnBase • Auto Match of PO in OnBase from MFG/PRO Import • Auto Match of Packing Slip in OnBase • Route to exception queue if supporting documents are not found after brief period • Automatic Match of Invoice and Receiver for payment • Variance Rules for Match • Outside of variance – Exception queue for review • Coding and tracking of exception reasons • Auto creation of MFG/PRO voucher (28.1)

  18. QAD REAL SOLUTIONS • Invoice Processing • Exception Processing Actions • Route to inventory & non-inventory queues • Review invoice for exception • Exception reasons • Route to department for review/approval – single or multiple approvers • Put on hold with email notification and automatic routing after hold time expires • Temporary or permanent rejection of invoices from processing

  19. QAD REAL SOLUTIONS • Invoice Processing • Exception Vouchering • Display invoice and all related documents in OnBase • List all open receivers from MFG/PRO, line items, amounts and project numbers • Selection of open MFG/PRO receivers to voucher with invoice • Create voucher GL distributions for Misc items (tax, freight, discrepancies) • Create debit memo with option to email to vendor • Create voucher transaction for import to MFG/PRO

  20. QAD REAL SOLUTIONS • Invoice Processing • Invoice Completion • Voucher # created in MFG/PRO sent back to OnBase • OnBase matches invoice and voucher to clear invoice • Exception processing for missing vouchers • Check Processing • MFG/PRO check run and print • MFG/PRO check register passed to OnBase • Check number matched to invoice • Cancelled check image from bank into OnBase

  21. QAD REAL SOLUTIONS

  22. QAD REAL SOLUTIONS

  23. QAD REAL SOLUTIONS • Other Features • OnBase Application Enabler • Allows for initiating document lookup and viewing right within MFG/PRO interface • Document Retrieval/Lookup in OnBase • All related documents accessed from single piece of information • Purchase order • Packing slip • Invoice • Voucher • Appropriation request • Payment information • Canceled check image

  24. QAD REAL SOLUTIONS • Implementation Process • Upgrade OnBase • Launch packing slip process • Launch invoice scan/OCR process • Import PO’s into OnBase from MFG/PRO • Using OnBase documents - Manual load of MFG/PRO vouchers (interim process) • Launch Automatic Voucher update to MFG/PRO (28.1) • Implement Automatic Match Process • Large Supplier Integration (email/EDI)

  25. QAD REAL SOLUTIONS • Other Applications • Capital Expenditure Requests • Non Funded Project Requests • Customer Purchase Orders • Shipping Order Slips – Logistics • Material Inspection Requests

  26. ImageSoft Live Demonstration

  27. ImageSoft Questions/Answers

  28. Thank You ! www.imagesoftinc.com

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