Live Web Event: AP Automation Project Justification Using Real-World Numbers

Tim Nissen | Live Web Event: AP Automation Project Justification Using Real-World Numbers.

If you’re considering automating your Accounts Payable processes, it helps to justify the project knowing the complete fiscal impact to your organization. This makes for a strong business case.

This 30-minute live Web event: AP Automation Project Justification Using Real-World Numbers, will relay the ‘why’ considerations using industry-vetted figures realized by those who have made the move from a manual to automation environment. It’ll show you how to assess your specific organization’s impact by calculating your hard-dollar savings. You’ll see how AP can be transformed into a revenue generator.

Date: Tuesday, February 12, 2019

Time: 2:00 – 2:30pm EST

Register Today: //attendee.gotowebinar.com/register/4976340545821354754

 

Unable to attend? Contact us for a post-event recording.

 

Related: Accounts Payable Automation: How Software & Technology Can Streamline Your AP Workflows

Accounts Payable Straight Through Processing Cost Savings

Tim Nissen | Accounts Payable Straight Through Processing Cost Savings.

The IntelliChief Capture Enterprise for AP Invoices solution is a realized departmental application highlight: Accounts Payable straight through processing cost savings. It’s architected for organizations looking to thoroughly automate their AP processes, with the goals of eliminating manual functions of ERP data keying, invoice matching and voucher creation.

Invoices received as paper documents, email attachments or other means are scanned or imported in to Capture Enterprise. Information from the header, body, and footer of the invoices is extracted. This information is then verified and validated with ERP-stored data, leveraging database lookups, defined business rules, calculations and confidence thresholds. The vendor associated with each invoice is automatically identified, and other critical pieces of information including line items on single and multiple-page invoices are processed.

The solution offers Accounts Payable validations, such as mathematical calculations and automated two-way and three-way matching. Invoices that fail validations, fall below confidence thresholds or fail the invoice match process can be reviewed and resolved immediately, or routed through IntelliChief Workflow for exception handling. Non-PO based invoices can be routed for GL coding and approval. After all invoice types have been fully matched, approved, coded or otherwise resolved, the data extracted and validated via Capture Enterprise will be delivered for voucher creation within ERP/financial application without manual data entry.

New invoice layouts are set up in minutes by AP professionals as they process invoices, without reliance on IT staff, thus resulting in reduced invoice processing costs and cycle time. Capture Enterprise users have reported more than a 50 percent reduction in invoice processing costs and over 75 percent straight through processing on Purchase Order based invoices. By drastically reducing invoice cycle times, organizations are well positioned to take advantage early pay vendor discounts, or even negotiate more favorable terms with their suppliers.

See how – view this 3-page portrait of practical document management automation success: //bit.ly/2cLO2aT

IntelliChief ECM 4.2 Expands AP Automation Invoice Matching Capabilities

IntelliChief, a provider of automated document management and workflow enterprise content management (ECM) solutions, announces IntelliChief ECM 4.2 expands AP automation invoice matching capabilities, from both document capture and workflow phases.

IntelliChief provides Accounts Payable professionals an easy-to-use updated interface, while expanding automated capabilities supporting 2-way matching (Invoice to PO) and 3-way matching (Invoice to PO to Receiver). This processing occurs in both initial document capture (IntelliChief’s front-end Capture Enterprise) and in workflow, providing expansive safeguards and validations accompanying automation’s speed and accuracy.

In-tandem with IntelliChief, information from the user’s ERP is utilized to perform matching. IntelliChief keeps track of the PO quantity open and the Receiving quantity available by saving needed information when an Invoice line item is matched to a PO/Receiver. This can be set to identify by PO Number, Item Number/ID, Unit Price, Line Total, PO Quantity Ordered, Receiving Quantity, or two Miscellaneous fields of the user’s choice.

This setup includes multiple Match Methods, where receiving quantity qualifies exact match, based on first in, first used, or a combination of both. It includes options for a Variance percent, amount and type for the Invoice to PO fields (Unit Price, Line Total, Quantity).

Notably, new matching features of Unit of Measure conversion capability simplify processing of standardized orders, and Part Number cross-referencing increases accuracy when obsolete numbers are referenced in the Invoice. Both enhance straight-through processing volume.

Manual matching capabilities are also enabled from both Capture Enterprise’s Verify window and subsequently from IntelliChief’s system Workbench. Manual matching provides users with more PO and Receiver information and options. Users can select one or more Receivers to match to an invoice line item. As a failsafe, if the IntelliChief automatic matching determines the manual matching is possibly incorrect, a warning message is displayed prompting the user to confirm the match. The Manual Matching window also includes the ability for the user to complete GL coding.

IntelliChief ECM provides a smooth, robotic process automation (RPA) transition from costly manual document management and workflow functions. Its industry-awarded AI-powered document capture enables users imaging capability of any paper or electronic format, indexing contents and validating with data in their ERP and line of business applications. It lifecycle-manages all related documentation and facilitates optimized interdepartmental process workflow, with real-time analytic visibility. The system provides desktop and mobile access, and integrates with all enterprise resource planning and business systems

IntelliChief’s departmental usage spans Accounts Payable, Order Processing, Finance, Purchasing, Sales Management, Customer Service, Human Resources-HCM, IT, Legal and Logistics/Distribution.

For additional information, contact IntelliChief.

IntelliChief ECM Named Top Accounts Receivable Automation Solution Provider

IntelliChief, a provider of automated document management and workflow enterprise content management (ECM) solutions, announces IntelliChief ECM named Top Accounts Receivable Automation Solution Provider by CFO Tech Outlook, recognizing the company’s advancements in accounts receivable department automation strategy and capabilities.

The CFO Tech Outlook designation reflects the document management software company’s rapid growth in accounts receivable automation development. IntelliChief enables organizations to capture and organize all order-to-cash documents (encompassing quote requests, sales orders, shipping and delivery documentation), and drive company-specific workflow for rapid reviews and approvals interdepartmentally. The system facilitates faster, more accurate and cost-effective billing, improving cash flow by reducing DSOs.

IntelliChief’s Accounts Receivable Analytics provides key metrics for reporting, indicating invoice and payment status through configurable data visualization from multiple dashboard display options. Reports may be created from system-integrated data sets and shared with management and stakeholders.

IntelliChief ECM provides a smooth, robotic process automation (RPA) transition from costly manual document management and workflow functions. Its industry-awarded AI-powered document capture enables users imaging capability of any paper or electronic format, indexing contents and validating with data in their ERP and line of business applications. It optimizes interdepartmental process workflow, with real-time analytic visibility through desktop and mobile access.

In addition to Accounts Receivable, IntelliChief’s enterprise automated document management benefits additional departments, including Accounts Payable, Purchasing, Sales Management, Customer Service, Human Resources-HCM, IT Legal, and Logistics/Distribution.

For additional information, contact IntelliChief.

Automating Purchase-to-Pay Processing – a Case Study

Tim Nissen | Automating Purchase-to-Pay Processing – a Case Study.

Growing Pains

When this company’s founder launched this startup in 1963, he had no idea his three-person company would one day become a global behemoth. A leader in innovative product design for Agriculture, Transportation, Material Handling, OEM, Military and Government sectors, it’s a continuing success story.

Their half-century journey has had its challenges. A constant detriment to the company’s continued growth were the manual, paper-based processes that grew geometrically with the increase in business volume, severely hindering progress. “When I looked at the size and scope of business process that we had become entangled, I decided we had to develop a paperless business model,” explains the company’s Purchasing Manager. “The point to be made is this: buyers should be focusing on the buying process, developing quality vendors with the ability to deliver products on time at competitive prices, not shuffling paper between departments and staff.” This realization began the search for a solution, which culminated in choosing IntelliChief ECM for their automating Purchase-to-Pay processing initiative.

Paperless Purchasing

IntelliChief was implemented to handle the company’s Purchase-to-Pay process from the moment a Purchase Order is created, continued through receiving of the materials ordered, and the vendor Invoice is received and paid.

When a Purchase Order is created in the company’s ERP application, it is merged with an electronic form that is faxed or emailed automatically based on the vendor’s preference, and electronically archived in IntelliChief, reducing paper usage and time for filing and later retrieving the PO when needed.

A substantial benefit came in the form of IntelliChief’s Capture Enterprise, enabling key information contained in transaction documentation to be identified by IntelliChief’s AI abilities – providing straight-through processing. It extracts data from all paper, fax and email formats (including attachments), to populate processing fields in IntelliChief, verifying accuracy with ERP-stored contractual information. Document’s image files are created and organized per transaction for workflow and archival.

Order Acknowledgments are a good example of this process. Their Purchasing Manager illustrates, “if a buyer gets an email response from a supplier stating, ‘we have received your PO and we will ship as expected by the requested date,’ it is considerably more efficient to capture the Acknowledgment in IntelliChief with the purchase’s documentation collection, instead of filing it in a drawer with the PO. If a problem with the shipment occurs, the buyer can pull up the PO in IntelliChief and see all related documents and determine the source of the problem. When the vendor is contacted, all the purchase’s information is available to the buyer, allowing for a quick resolution. The same process is applied to vendors, quotes and pricing. Capturing it all in IntelliChief is a significant time saver.”

When materials are received, the receiver is also electronically captured, or scanned into IntelliChief, extracting and indexing pertinent information on-page and within barcodes or other data-containing images. The same processing occurs with Bill of Lading and related Packing Slips into IntelliChief; all are automatically indexed and archived. This easily associates these receiving documents with the original Purchase Order, creating a full transactional record that can be electronically retrieved at any time. This electronic document linking is a key benefit of IntelliChief.

A tremendous value realized with IntelliChief is in the ability to handle purchasing discrepancies. “For orders to have items that were back-ordered or shipped incorrectly, IntelliChief’s workflow can expedite resolution of these issues in an efficient manner,” The Purchasing Manager commented. “When there’s a discrepancy in the Packing Slip, it can be electronically routed to the specific buyer. It’s very easy and cost-effective when compared to our paper process days.”

“In the past, we used 15 filing cabinets (current vendor transaction documents) and a warehouse (archives) to store our purchasing documents in. With IntelliChief, we have no filing cabinets nor are we moving any files to the warehouse,” stated the Purchasing Manager. “The square footage previously occupied with filing cabinets in the AP Department is now being used for additional much-needed meeting space. Filing time of the past is now directed to more productive purposes.”

“Two full time employees were previously required to manage the filing, searching and retrieving of Purchase Orders, quotes and vendor related information. Those employees have been reassigned within the company and are making strategically productive contributions,” the Purchasing Manager informed.

Payment Scheduling Optimization

Prior to IntelliChief, Invoices that arrived via mail, fax or email would eventually end up being printed, sorted, marked up and distributed by their AP staff. This manual process was done daily, dealing with an average of 100 Invoices per day and requiring numerous AP hours.

If an Invoice was questionable, AP would send a paper copy of the Invoice to the appropriate buyer for resolution, thus holding-up processing until it was returned. An Excel spreadsheet was kept as a log to track the Invoices sent for resolution, and for those sent to managers for review and approval.

This approval process resulted in the Invoices being handled four to five times each (resulting in late payment penalties or missed early pay discounts offered by vendors). Once the Invoice was approved and a check was cut, it was then matched to a duplicate copy of the check with the Invoice and filed in the filing cabinets, ordered by vendor name.

Those were the old days. According to the company’s Accounts Payable Manager, “IntelliChief eliminated these cumbersome processes and lost revenue. Now Invoices that arrive via fax are electronically captured and are routed to the appropriate AP staffer’s electronic inbox. Mailed Invoices are processed and scanned by Administrators, who then indexes them with the appropriate vendor and PO number. IntelliChief’s workflow process routes the Invoice to the appropriate AP staff’s inbox. Emailed Invoices are captured with Capture Enterprise, with email and attachments sent to the imaging database. This entire electronic procedure for capturing and routing Invoices helps speed up the process, essential to receiving early payment discounts of critical importance, accounting for considerable capital annually.”

With IntelliChief, payment scheduling optimization is enabled with visibility provided through ERP-IntelliChief integration. Invoices are now sorted to determine which ones to pay first. Attempting this with the old paper system proved difficult and inefficient.

If there is a need to review past transactions or any documents associated with it, IntelliChief’s search engine retrieves the required information by the vendor number, PO number, Invoice number, etc., with the information instantly accessible.

Expanding with IntelliChief

With IntelliChief, the company was transformed, automating Purchase-to-Pay processing. The measurable results prompted expanding IntelliChief utilization, implemented the system to handle their Order-to-Cash operations, which has enabled everyone from Sales, Customer Service, Order Processing, Invoicing and Collections to go paperless.

How Optimized Are Your AP Processes?

Tim Nissen | How Optimized Are Your AP Processes?

Your Accounts Payable processes probably fit your specific organization reasonably well; having been honed over years of company growth. Though at this juncture, are they optimized?

Consider where you’d like to advance –

  • Do your AP procedures need updating to suit current and future needs?
  • Which parts of the process should be prioritized?

Assess these areas –

  1. Operations: Your efficiency in tracking, searching and viewing transaction documentation.
  2. Working Capital: Your challenges in scheduling and monitoring payments, and ability to capture early-pay discounts while avoiding late payment fees.
  3. Security: Your system’s capability to modify, monitor and grant or restrict access to AP documents and workflows.
  4. Compliance: Your ability to manage internal controls, to mitigating fraud, abuse and regulatory risks.

AP automation provides the ability to optimize. As your current processes are mapped to replicate in automation, you’ll see your exact flows as they currently occur manually. This visibility is an eye-opener: you’ll readily see areas of impact previously overlooked. The effective aspects of your processes will benefit from automation’s mapping, and time/cost inefficiencies will be highlighted for action at this juncture, creating methodology that makes sense.

Functionally, AP automation encompasses capture of each transaction’s documentation in any format – paper (mailed or faxed) and digital (email and attachments) with all uniformly standardized through image file creation. The information needed for processing is recognized in type, handwriting, barcodes and images, populating enterprise content management (ECM) fields. This data is verified and validated with account information stored in your ERP or line of business system through ECM integration, and then archived.

Once the capture stage is accomplished, your newly optimized workflow enables efficient, automated reviews and approvals throughout your organization.

How optimized are your AP processes? Now’s an advantageous time to see, through AP automation’s process mapping’s visibility.

 

Related: Accounts Payable Automation: How Software & Technology Can Streamline Your AP Workflows

Remote Auditing Technologies

Tim Nissen | Remote Auditing Technologies.

On-site auditing has been the customary default since the dawn of accounting. It’s worked reasonably well, though time and cost considerations – both from the company and firm’s vantages – typically took secondary focus to successful audit completion and maintaining healthy relationships. It’s now possible to encapsulate all these objectives through remote auditing.

Technologies in document management and automated access are driving remote auditing abilities. Through enterprise content management (ECM), offsite mobile access to source documentation from throughout organizations is enabled, automating the way. The cost and capability have been simplified to encompass SMB’s, large companies and accounting firms alike. The flow has become effectively simple: a company provides their auditing firm an ECM user account, with permissions set for what information the auditor may see. All related transactional documentation is available per project on-demand, providing a central repository for convenient search based on any criteria, enabling the auditor centralized access from decentralized locations.

This accomplishment begins with the company capturing all transactional documentation via the ECM’s automation tools, managing Accounting’s collection of documents pertaining to each vendor and transaction, and organizing them contiguously. Once input, the information is validated through the company’s ECM-ERP integration, with the accurate data archived in the ECM system.

A back-end advantage is the ECM’s business intelligence/analytics component. This enables the company to monitor the auditor’s activities and progress, providing guidance as needed. The system will generate reporting useful to both auditor and client company, based on any data points imaginable. Both internal and independent auditors can report on key data sets, relaying useful findings in formats permission-accessible for review by management, advisor, financier and investor audiences in formats they prefer. Providing additional customization, scalable dashboards deliver convenient self-service analytics reporting for each audit, visualizing data intuitively with drop-and-drag simplicity.

Functionally, remote auditing’s merits are rooted in an Accounting firm’s staff’s ability to audit from any location, even multiple locations simultaneously. Auditors can work from anywhere on the planet, collaborating with fellow team members and company representatives simultaneously. This flexibility benefits many firm’s geo-diverse structures, with client companies advantaged from expeditious project completions and relates cost savings (notably reduced audit fees, fewer company personnel hours consumed, less communal space occupied). The company staff’s time sourcing documentation from on- and off-site storage is eliminated, with all relevant information readily available to auditors through the ECM portal, facilitating a prominent cost-saver for all entities involved.

On-site meetings will continue to occur, though typically less frequently, and will be much better organized for to-the-point collaborations facilitating quicker collaborative resolutions. The company-firm relationship will remain strong, perhaps even improve with this efficiency. The beneficial face time will be maintained; personal proximity is the human element both warranted and appreciated, providing the understanding and leading to agreements, enhancing these interactions constructively. Additionally, auditors are freed from long stints as a company’s on-site guests – something all parties admittedly appreciate. There is such a thing as too much togetherness…

The economies of remote auditing are realized around cost flexibility. Auditors will incur fewer expenditures per remote audit (travel expenses avoided, billable hours more efficiently managed). This provides them cost effective service delivery. With it comes the opportunistic prevision options allowing the firm latitude regarding their pricing model. This is particularly advantageous in ever-present competitive environments; remote auditing provides the opportunity to share these savings with the company, while maintaining their profitability goals. Companies ultimately avoid audit projects exceeding projected timetables and budgets. All parties remain satisfied in their fiscal relationship.

Remote auditing is an option of advantage for all involved. ECM provides the platform to keep it convenient and cost effective.

 

Related: Preparing for an Accounts Payable Audit (and How AP Software Can Streamline the Process)

Infor XA Sales Order Automation

Tim Nissen | Infor XA Sales Order Automation.

Is your company paper-based and manual in your processing of customer sales orders? If so, you’ve experienced the lack of efficiency, control, and visibility. A paper environment results in high costs of managing customer order documents, and ultimately of order fulfillment.

In this manual environment, complexities begin when a customer order is received. The steps of sorting and labeling orders, verifying for accuracy, performing data entry, pushing the order through all the internal steps you have leading to fulfillment, collectively drive up the cost to process every one of your transactions.

Further, factor in when an order is lost or misplaced, a data entry error occurs, or a change/revision to an existing order arrives. And the longer it takes to process an order, the higher your Days Sales Outstanding (DSO) will be. Meanwhile, maintaining communication with the customer regarding status of their order is further challenging if your lacks status visibility…

If your company utilizes Infor XA as your ERP, you have a paperless advantage when integrating Infor Solution Partner IntelliChief’s enterprise content management system (ECM).

With IntelliChief, your Sales Order process can be transformed to maximize efficiency, lower processing costs, mitigate risks, and increase visibility to customer POs. By capturing and archiving customer POs and the information they contain in a secure centralized repository, you’re able to utilize a workflow process that integrates all these functions into your XA system. You regain control of a process that is otherwise costly, lacks visibility and is difficult to manage. You will be able to provide an even greater level of service to your customers, and gain greater competitive advantages to help drive revenue throughout your organization.

See how. View this 30-minute video presentation: Infor XA Sales Order Automation

 

Related: Infor Document Management Solutions by IntelliChief

AP Automation Robotics for JD Edwards – Humans and Machines Together

Tim Nissen | AP Automation Robotics for JD Edwards – Humans and Machines Together.

There are business applications where people and mechanical systems work well together. Accounts Payable is one of them. Automating processing has numerous advantages, though AP professionals are the ones who dictate success, from mapping and optimizing process procedures to best suit their organization, to ensuring automation’s success by monitoring and interacting with systems to maximize accuracy.

Enterprise Content Management systems (ECM) create the environment of AP automation robotics for JD Edwards – humans and machines together. It encompasses Robotic Process Automation (RPA) and Artificial Intelligence (AI) – tools industry analysts are seeing reduce invoice processing cost and cycle time by over 75%.

IntelliChief ECM automates the capture of AP documentation, identifying key data needed for verification with JD Edwards, facilitates document matching and enables company-specific workflows for reviews and approvals. The results: reduced cost, decreased processing time, and increased early payment discount opportunity identification, with visibility for bill payment scheduling optimization.

If you’re a JD Edwards user looking to advance your Accounts Payable team by driving automation to increase visibility and control, this 30-minute video presentation demonstrates the way forward. It highlights how IntelliChief integrates seamlessly with JD Edwards EnterpriseOne and World, and how it uses RPA and AI to automate routine tasks inherent in manual invoice processing.

What positive fiscal impact will this have on you?  Find out by viewing AP Automation Robotics for JD Edwards – Humans and Machines Together

 

Related: Oracle JD Edwards Content Management Software Can Help You Make the Most of Your EnterpriseOne or World ERP

Connecting ERP and Other Business Systems Without Coding

Tim Nissen | Connecting ERP and Other Business Systems Without Coding.

A universal need that’s close to home: having the business systems you use communicating with each other.

You’ve experienced the problem: the costly waste of disengaged data, as silos of information remain that way. This environment lacks visibility and the beneficial versatility of shared knowledge where it’s needed most.

An answer to connecting ERP and other business systems without coding is IntelliChief ECM’s Integration Link. Incorporating ECM’s automated document capture, management and workflow abilities, with a coding-free alternative allows you to access and index documents in the IntelliChief system directly from the screens of any ERP or line of business applications your company utilizes. This allows integration and information validation amongst each system, opening access to data across platforms.

Through the Integration Link Designer, any application can be image-enabled, providing cross-platform usage of all information stored in each system, creating a convenient, accessible document management environment. The application further leverages value of your company’s existing systems.

The simplicity of operation begins with opening Integration Link’s Blueprint Designer, along with the application screen you want integrated with IntelliChief. Select New Blueprint, and Integration Link will prompt to click on the screen in the application. From there, Integration Link will recognize all the fields on the application’s screen, and prompt to link them to the corresponding fields in IntelliChief’s data processing profile. Complete the integration by clicking to activate the blueprint, and the link’s established.

With premises or Cloud-based, production or custom systems, Integration Link allows you to access and index documents in IntelliChief universally throughout your organization through desktop screens or remotely utilizing IntelliChief Mobile. Costly programming and time-consuming customizations are no longer required. There’s no affect to future ERP or business application system updates – links remains intact.

 

Related IntelliChief Integration Link Lets You Integrate Your ECM Tools Your Other Business Programs