Growth Story: Accessible Accounts Payable Workflow

Growth stories are always inspirational. Here’s one where a company moved from manual to automated document management processes and workflows, making their business much more productive.

The project began when the company saw a need to more accurately capture transactional documents as they came in to their organization. IntelliChief made it possible to not only capture the documents, but validate and import the data into their ERP.

After surveying the enterprise content management (ECM) marketplace, the company selected IntelliChief, based on our software’s ability to integrate with their ERP. Our ability to map environment-specific process workflows was another deciding factor.

We immediately got to work in their Accounts Payable Department, which processed more than 500 transactions each day. (They said it was a 50/50 split between purchase order and non-purchase order invoice processing.)

Here’s what the customer had to say about their newly-automated accounts payable workflows:

“We noticed an increasing number of companies going paperless and calculated it would be a wise move for us, commented the company’s AP Manager. “It’s proved to be – IntelliChief has saved us considerable resource time over our previous manual processes way of running our business, both in the AP department and in all others throughout the company utilizing the system.”

“Having the ability to capture and organize all payables documentation through automation simplifies everything,” their AP Manager highlighted. “It’s a more efficient, cost-saving way to process.”

“Automating our workflow with IntelliChief has provided us the ability to map our goals and targets, with visibility to processing status of daily tasks. This has provided us a phenomenal advantage with reviews and approvals, and with our cash flow management.”

See the rest of their results by downloading the full case study here.

Capturing Key Email Information – What’s Missing?

Much of your company’s must-keep data originates in email format, either in the body or attachments. But it’s easy for crucial pieces to get lost. Information needed for projects and transactions may never make it to your ERP or business systems, and everything comes to a halt.

You’re aware that enterprise content management systems (ECM) can automatically capture documents and send the data to your ERP. But did you know that IntelliChief includes a thorough email capture component

This feature automates the collection and indexing of data from the body and attachments of incoming emails. No user intervention is required.  It increases hands-off document processing efficiencies, while eliminating labor-intensive and accuracy-sensitive activities.

Imagine a world without:

  • Printing emails and attachments, then keying the data into ERP’s and business systems
  • Scanning emailed documents to add to related collections
  • Manually routing emailed documents through your organization for reviews and approvals

Getting Documents From Your Email to Your ERP

IntelliChief Email Import works by:

  • Monitoring mailboxes for incoming email and capturing them into IntelliChief automatically. It can use established email addresses, or you can consolidate multiple mailboxes with behind-the-scenes forwarding addresses
  • Identifying documents by sender, subject line and body of the email message
  • Applying validations against known data in external systems to ensure accuracy
  • Intelligently determining if the document is an attachment, part of the email body, or both; separating them or keeping them stored and in workflow contiguously, based on your needs
  • Recognizing any exceptions to user-established process rules, notifying of need-for-review prior to project completion.

With IntelliChief;s lookup capabilities, Email Import lets you match information to your ERP/business system. It can automatically look at a piece of email correspondence and know where it should be stored, or what type of workflow it needs to go through.

As you’re capturing key email information – what’s missing? You and your colleagues won’t know until you know…

To learn more about our email document import system, contact IntelliChief today.

IntelliChief ECM JD Edwards Peer User Presentation Featured at Oracle Quest COLLABORATE 18

IntelliChief, LLC, an Oracle Gold Partner, will be presenting at Oracle Quest COLLABORATE 18.

Our document management & workflow automation experts will be at JD Edwards peer user presentation, scheduled for April 22-26, 2018 at Mandalay Bay Las Vegas.

In-tandem with Emser Tile, the largest privately held designer and marketer of tile and natural stone products in the US, IntelliChief will present Successfully Automating Sales Order Processing for Emser Tile with JD Edwards and IntelliChief ECM. The session is intended to provide insight to a customer’s real-world strategy for automating their order fulfillment process. Emser will share the benefits they’ve achieved.

Additionally, IntelliChief will present Fiscal Fitness for Oracle Systems: Accounts Payable Automation and Beyond, addressing the latest abilities available in JD Edwards process automation. Demonstrations and discussions will be held daily in the Exhibit Section, IntelliChief Booth 212.

Oracle Quest COLLABORATE 18 facilitates an international technology and applications forum for the Oracle community, bringing together users of JD Edwards EnterpriseOne, JD Edwards World, PeopleSoft and Oracle E-Business Suite.

Rationale for Remote Auditing

On-site auditing is rooted in tradition, for good reason: it’s worked reasonably well for most companies and independent auditors. Taking the process off-site tends to make it less efficient – especially when the auditor needs access to a specific document or record.

However, remote auditing technologies are on the rise. One solution that makes it possible? IntelliChief – an enterprise content management system that allows authorized users to retrieve a company’s financial records from anywhere.

The result? Accountants can complete any audit remotely. If they’re working in teams, they can all do their jobs simultaneously, without being in the same building. (Even if you’re completing an audit with an internal staff, they may be spread out across multiple HQs and branch locations.)

Remote AP Audits Offer More Flexibility

This flexibility benefits both firm and client geo-diverse structures. It makes audits less costly, when you consider that fewer hours are invovled and less communal space is taken up. It also means that companies don’t have to pay for travel & lodging any time they need to have their financial records reviewed. And costly off-site document storage? With records all neatly organized (and instantly accessible) through an online archive, that’s also a thing of the past.

Faster and More Productive In-Person Audit Meetings

On-site meetings may continue to occur, but they’ll be much less frequent. When a document is requested, it can be retrieved right away – helping discussions stay quick and to the point. The company-firm relationship will remain strong, and perhaps even improve with this newfound efficiency. Who doesn’t love when an audit is completed on time and under budget?

From a firm’s perspective, too, remote auditing is beneficial. They incur fewer costs, which means they can make their pricing model more cost-effective. In a competitive environment, this is key.

IntelliChief’s Remote Auditing Software

IntelliChief’s software is perfect for SMBs, large companies, and accounting firms alike. Easy document import features mean that transactional documentation is collected and made available to auditors with minimal effort. And, a detailed analytics features lets companies monitor their auditors’ activities and progress, so there’s no confusion about what’s going on. That same analytics feature lets audit results to be shared with key departments and stakeholders in any format.

To learn more about remote auditing & automated audit preparation, contact IntelliChief.

Cash Flow Management & AP Automation Case Study

Cash flow management on your mind? You’re not alone. Many companies have started implementing strategies for better purchasing, accounting, and billing outcomes – all with their eye on their bottom line.

Here’s one project we recently completed, helping an equipment rental company achieve major cost savings through ECM.

Want to see what IntelliChief can do for your cash flow? Contact us today.

IntelliChief ECM Named Oracle Quest Partner

IntelliChief, LLC, an Oracle PartnerNetwork Member, Gold Level Product Integration member, and provider of automated document management and workflow enterprise content management (ECM) solutions, announces IntelliChief ECM named Oracle Quest Partner Oracle Corporation – ORCL (NYSE), Quest International Users Group. The designation reflects the company’s ongoing support of regional Oracle Quest user groups, and progressive product development of Accounts Payable automation and Orders Processing automation for JD Edwards EnterpriseOne, JD Edwards World, Oracle E-Business Suite and PeopleSoft users.

IntelliChief’s ECM system for Oracle offers multi-format automated document capture and indexing, company-specific configured process management workflow, operational visibility and business planning analytics, with integration linking to all enterprise resource planning (ERP) and business systems companies utilize.

For more information about our Oracle-integrated products and solutions, contact us today.

Fiscal Fitness for XA: Advancing AP and Orders Automation Abilities

A presentation by Infor and IntelliChief, provider of document management/ECM for Infor XA, automating documentation capture, validating and updating of your XA-based data, and facilitating workflow in-line with the way your company works.

This presentation covers –

AP automation’s evolving – topics covered include:
•             Reducing costs associated with processing and filing vendor invoices
•             Increase automation and streamline processes via workflow
•             Increasing visibility into the invoice approval and exception handling processes through dashboards and reports
•             Reduce the risk of late payment fees while increasing the amount of early payment discounts.

Automating sales order processing expands document management’s interdepartmental impact, including:
•             Faster, more accurate order processing, lowering costs to process orders
•             Increased process control and visibility for orders needing to be routed for review, approval or other exception handling
•             Decreasing Days Sales Outstanding
•             Improved Customer Service experiences for customers, and for staff managing each account.

There are 2 available events, though virtual seats for these are limited. Please register today for yours.

Date: Thursday, March 22, 2018

Time: 11:00am – noon EDT

Register:  //bit.ly/2peWqWk

-or-

Date: Tuesday, April 3, 2018

Time: 4:00pm – 5:00pm EDT

Register:  //bit.ly/2FNkiX8

View On-Demand – Automating Sales Order Processing with JD Edwards

You currently receive inbound orders from your customers. And you enter those orders in JD Edwards. But there is a lot more to it, much more to consider – what’s to gain by automating your Order to Cash process? How do you manage your customer orders and related shipping and billing documents? What processes and visibility do you have in place to control error rates on order fulfillment, lost orders, and DSO?

This 30-minute presentation overviews leveraging IntelliChief ECM in your Order to Cash process integrated with your JD Edwards application. Learn how inbound customer orders can be captured and processed without manual order entry, how workflow can be used to route orders for review and further processing, and how all documents related to a Customer transaction can be stored electronically. The beneficial result:

  • Faster, more accurate order processing that lowers the cost to process orders
  • More process control and visibility for orders needing to be routed for review, approval or other exception handling
  • Increased understanding and management of your Days Sales Outstanding
  • Greater Customer Service experiences for your customers, and for your staff managing each account.

View Automating Sales Order Processing with JD Edwards at //bit.ly/2GskyMh

Fiscal Fitness for JDE: Advancing AP and Orders Automation Abilities

Fiscal Fitness for JDE: Advancing AP and Orders Automation Abilities, a presentation by IntelliChief, an Oracle Gold Partner provider of enterprise content management (ECM) for JD Edwards systems, automating documentation capture and management, validating and updating of your JDE-based data, and facilitating workflow in-line with the way your company works.

This presentation covers –

AP automation’s evolving – topics covered include:
•             Reducing costs associated with processing and filing vendor invoices
•             Increase automation and streamline processes via workflow
•             Increasing visibility into the invoice approval and exception handling processes through dashboards and reports
•             Reduce the risk of late payment fees while increasing the amount of early payment discounts.

Automating sales order processing expands ECM’s interdepartmental impact, including:
•             Faster, more accurate order processing, lowering costs to process orders
•             Increased process control and visibility for orders needing to be routed for review, approval or other exception handling
•             Decreasing Days Sales Outstanding
•             Improved Customer Service experiences for customers, and for staff managing each account.

View on demand now. 

Cost Savings in Logistics & Product Distribution

You move goods on a very large scale. Having a clear picture of your distribution operations of those goods is critical for business.

But, think about many of your logistics operations are driven by paper, restricting the movement of every inbound and outbound shipment. Paper-based processes are slow and create bottlenecks in productivity. They make important data contained in shipping documents—bills of lading, manifests, delivery receipts and more—difficult to process and track.

IntelliChief’s capture technology and electronic workflow processes can help you streamline tasks related to shipping and receiving goods. It can also enhance the functionality of your existing systems. Whether you use an ERP, a supply chain management system, warehouse management software, a transport management system, or a combination of several different programs, IntelliChief can easily connect all of your business applications.

Cost Savings in Logistics & Product Distribution

How to Make Your Distribution Logistics More Efficient

The objective: improve visibility and reduce the time it takes to process information by capturing your shipping documents when they enter your business.

The strategy:

  • Automate the receipt of shipping documentation in paper or electronic formats
  • Standardize the document formatting, indexing and data collection process
  • Collect critical information from images, barcodes, signatures and text
  • Import this data into your system’s working fields
  • Link electronic copies to the appropriate core system and forward the documents to the appropriate workflow queue

Your newly standardized approach lets you manage all your processes from a single platform. Automated capture eliminates your need to print the documents and painstakingly key in the data – saving even more time in the process.

And because this all happens in real time, you never miss a beat.

Track Every Single Shipment for Better Customer Service

The Sales-Fulfillment-Collections connection is the main engine of your company. Ensuring that orders are processed quickly and accurately is a primary objective. As your business grows, you need to be able to process more customer orders without adding personnel.

ECM lets your customer service, sales, and fulfillment staff:

  • Stay current on all client accounts
  • Receive real-time data verification
  • Send Order Acknowledgements via email or fax without user intervention
  • Accelerate order fulfillment with faster approvals
  • Gain order processing visibility throughout each transaction
  • Collect payments in a timely fashion, enhancing cash flow
  • Reduce costs associated with copying documents, updating log books, and chasing down lost orders
  • Run progression analytics and reporting on each order.

Discover the tangible cost savings of electronic freight document management here.