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IntelliChief Version 4.2 Now Includes Enhanced Invoice Matching Capabilities

IntelliChief has released additional updates to version 4.2. These updates support enhanced invoice matching capabilities, allowing for faster and more accurate Accounts Payable automation, and a more streamlined user interface.

New Invoice Matching Methods

IntelliChief now includes multiple automated Match Methods. The receiving quantity can qualify an exact match based on first in, first used, or a combination of both. This processing can occur during both document capture and workflow, providing additional safeguards to increase accuracy.

IntelliChief keeps track of an open purchase order quantity as well as the receiving quantity; information is saved when an invoice line item is matched to a PO or receiver. This can then be set to identify documents by purchase order number, item number/ID, unit price, line total, quantity ordered, quantity received, or two miscellaneous fields of the users’s choice.

New Invoice Tolerance Settings

Users can now set custom options for a variance percent, amount, and type for invoice-to-PO-matching fields (such as unit price, line total, and quantity.)

Automatic Unit of Measure and Part Number Conversions

IntelliChief can now perform unit of measure conversions independently, and cross-reference part numbers across multiple databases. This helps increase the straight-through processing rate, reducing the number of invoices that a processors has to manually review.

Enhanced Workflows for Manual Matching

When an invoice cannot be successfully verified, it’s sent to a user for a manual review. The latest version of IntelliChief enables faster manual matching, in both the Capture Enterprise Verify Window and the IntelliChief System Workbench. Users are provided with enhanced purchase order and receiver information; they can easily select one or more receivers to match to an invoice line item. If the system determines that the manual match is potentially incorrect, it displays a warning message prompting the user to confirm the match.

GL coding options are also included in the Manual Matching window.

Upgrade to the Latest Version of IntelliChief

To learn more about IntelliChief’s latest document management and workflow automation technologies, contact us today.

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?

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

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

Case Study: Enterprising ECM – Reducing Accounts Payable Costs and Improving Order’s Customer Service

Here’s another company suffering severe paper overload internally. Misfiled documents, lost invoices and delays in answering customer requests were overwhelming. Their Accounting Manager states, “We were looking to improve processes to save time and money . . . how we dealt with customers and how we did our daily jobs. Our ultimate goal was to find a way to improve the bottom line, to improve profitability.”

IntelliChief Solution

The company’s solution search party asked their ERP provider for a document management automation solution suggestion. IntelliChief ECM was recommended to them, for its feature-rich capabilities and easy integration with their ERP system.

The next step was to obtain project approval. The CEO and CFO wanted real ROI – reduced costs encompassing labor, faxing, postage, check stock and paper. “Neither the CEO or CFO wanted to see any soft dollars. We were able to show there were big savings, which could be used to improve profitability and services, and those were hard dollars,” explains their Accounting Manager

The first challenge was the company’s Purchase-to-Pay process: purchasing, receiving and accounts payable. When creating PO’s, buyers printed them, emailed or faxed them to the vendor, stapled the confirmation receipt to the PO, and put everything in a basket to wait for confirmation, which took up to 4 hours on a good day…

Streamlining Purchase-to-Pay

All these cumbersome steps were eliminated with IntelliChief. When a PO is created, an electronic copy is saved. Quadrant Software’s FastFax (an integrated fax server for IntelliChief) then faxes or emails the PO in mere seconds without user intervention. Order Acknowledgments, received by fax or email, are archived in the IntelliChief database and linked to the appropriate PO. All of these documents can be retrieved on familiar ERP screens at any time by IntelliChief users.

Incoming products had Receiving Documents matched against PO’s, entered in ERP and filed. When invoices arrived in Accounts Payable (AP), invoices were matched against the receiving record in the system. If there was a discrepancy, AP staff needed to look for the original receiving documents, to determine if they had been incorrectly entered into the ERP, or if the invoice was wrong. “If the purchase had been made by one of our other facilities, I had to call them to send me a copy of the receiving documents, so I could match, review everything associated, and find out what happened,” says the company’s Accounts Payable Associate.

Today, after documents are matched in the warehouse and a receiving record created in the ERP, the receiving documents are scanned into IntelliChief, eliminating the need for hard copies and ensuring they are digitally available without the need to send physical paper to Accounts Payable.

Accounts Payable Results

Faxed invoices are captured via FastFax and archived. Mailed invoices are scanned. Emailed invoices are saved with the easy-to-use IntelliChief Print Capture application.

IntelliChief’s Workflow matches invoices against receiving documents and sends them to an electronic inbox (“Matched Invoices”); invoices without a receiving document go to an “Unmatched Invoices” inbox.

The impact? The Accounts Payable Associate comments, “Previously, every day I had to pull up the folder and try to match invoices . . . that was a big pain. . . With IntelliChief, the invoices are awaiting electronic matching with the receiver, as if they were saying, ‘Hey, here we are!’ It’s a tremendous time saver.”

Prior to IntelliChief, the huge paper trail prevented invoices that needed approval to be paid quickly. Copies were made by AP staff, sent to the appropriate manager for approval, and came back to AP for a voucher. The AP Associate explains, “When invoices make it back to us, I had to contact each person to verify they received it, approved it, and sent it back. Sometimes invoices were paid late, or we couldn’t take advantage of vendor discounts because we couldn’t make the deadline.” IntelliChief’s Workflow now electronically forwards invoices or approval to the correct person. They approve it with a click of the mouse. With IntelliChief’s automating workflow, the company has put an end to missing invoices, delays and unachieved discount savings.

When Accounts Payable wanted to pay invoices, the AP Associate again had to match paper documents. “I used to spend at least half a day every week manually matching up invoices and checks to be approved and signed by senior staff. This meant looking through filing cabinets for correct invoices and putting them in a folder with the corresponding check.”

IntelliChief saves checks as an electronic image and manages them via Workflow. The AP Associate describes how IntelliChief streamlines check runs and approval processes: “IntelliChief automates our check production; checks go via Workflow to senior staff, and they can simply click and look up the relevant documentation on-screen and either approve or void the check.”

Order Processing Pains

The second challenge was orders – coming via fax, email and postal mail. They were manually routed to the Traffic Group for review and carrier information access and logged before going to Order Entry. They were sent back to the Customer Service Representative (CSR) or manager with any questions, or when a discount required approval.

Their CSR Manager explains, “There was no way to know where in the process the order was at any given time, until it was put into the system. Sometimes we had to ask the customer to re-send, which you can imagine they weren’t very happy about. Then the workflow-by-hand’s a tedious process, having to constantly ask staff in various departments where the order presently is, and where it’s going next. It slowed our fulfillment.”

After the order was entered, an acknowledgment was printed, proofed, and compared to the PO. Once approved, a CSR made a copy, faxed or mailed it to the customer, and filed the copy with the PO.

Order Processing Done Right

With IntelliChief, order processing is efficient. Faxed orders are captured with FastFax, mailed orders are scanned into the system, and emailed orders are saved with IntelliChief’s easy-to-use Print Capture feature, all archived in IntelliChief’s database.

The electronic order is sent to Order Entry or the CSR via IntelliChief Workflow. The order is routed to Traffic, and then to Order Entry. IntelliChief creates and saves the Acknowledgment, which is faxed or emailed directly to the customer.

“We now have only 3 people involved in the process rather than 7 previously, and we always know exactly where the order is,” says the CSR Manager. “IntelliChief cut our order process time in half.”

When customers called with questions about invoices, CSR’s had to request a copy from Accounting. The Accounting Manager explains, “Prior to IntelliChief’s automation, the invoice had to be pulled from the files, which could take minutes or hours, and then logged.” The order history (original PO, any change orders, acknowledgments, and all related documents) is now electronic. “We can view order status through IntelliChief Analytics and see where any bottlenecks are. We can see if orders are not being entered. Invoices are emailed to customers, saving postage, labor, and mailing costs,” the Accounting Manager exudes.

Key Benefits

IntelliChief provides the company both ROI and intangible benefits. “It helped decrease the stress level! Being able to really see what’s happening, to see where holdups are is incredible,” states the Accounting Manager. “From a management standpoint, that’s a measurable benefit to me.” An additional benefit is having everything electronic accessible for their auditors. “We can’t wait until next year when the independent auditors come in; we’ll provide them with a workstation accessing IntelliChief; they can do document searches without involving any of our Accounting staff.”

Paperless Future

Implementing document management automation is admittedly a procedural shift. “The idea of not having paper anymore for some people was difficult to overcome, initially. They now understand automation is a real advantage for all of us, with how we serve our customers, and everyone realizes the competitive advantage it provides us,” the Accounting Manager states.

Realizing the advantages of automating document capture and workflow, the company plans to roll out IntelliChief to other high-documentation, workflow-intensive areas of the company, maximizing abilities of their ERP, while reducing costs throughout the organization, and serving customers faster and more efficiently.

 

Also see: Workflow Automation: How to Speed Up Your Business Processes

IntelliChief Named Quest Oracle Community Partner

IntelliChief has been named a Quest Oracle Community Partner.

Oracle ECM Partner

IntelliChief is also an Oracle PartnerNetwork Member, Gold Level Product Integration member, and provider of content management solutions for Oracle ERP systems. The designation reflects the company’s ongoing support of regional Quest Oracle Community user groups, as well as progressive product development in:

All modules integrate seamlessly with Oracle E-Business Suite, PeopleSoft, JD Edwards EnterpriseOne, and JD Edwards World.

To learn more, contact IntelliChief.

IntelliChief Mobile Workflow Software Named KMWorld Trendsetting Product

IntelliChief’s mobile content management software has been named KMWorld’s Trendsetting Product of 2018.

The software, which is a natural extension of the company’s automated document management & workflow solutions, allows users to process their documents from any devices.

Users can:

All of this can be done from a responsive mobile application – and each action can be synced with the user’s primary ERP. No VPN is needed; users can complete all of this from their Apple or Android device.

“In designating products to KMWorld’s 2018 list of Trend-Setting Products, we looked for solutions that are inventive as well as utilitarian, that break new ground, and that help organizations achieve their knowledge management goals and the digital transformation they need to thrive,” said Tom Hogan, group publisher of KMWorld. “The offerings on our list result from innovation, imagination, and evolution. They reflect the ingenuity of the developers and the diversity of invention.”

To learn more about our award-winning mobile workflow products, contact us today.

On-Demand Video: Automating Accounts Payable for Answers On Demand Users

Senior living and long-term care facilities can streamline operations with Accounts Payable automation. Solutions that integrate directly with their accounting system can collect, match, and pay their invoices electronically – with minimal input from their staff.

IntelliChief’s AP automation software integrates directly with MatrixCare Answers on Demand (AOD), one of the leading ERPs for the senior care industry. This solution helps care providers reduce the cost of processing their vendor invoices, while capturing more early payment discounts and streamlining approvals.

Our on-demand presentation helps you discover the benefits of Accounts Payable workflow automation, including:

  • Faster approvals and shorter invoice cycle times
  • Fewer late fees
  • Increased insight into your invoice approval and exception handling process

Whether you face challenges in getting invoices approved from managers at your communities in a timely manner, your AP team members are burdened with time consuming invoice matching and data entry functions, or you simply need to move away from the paper filing of invoices, IntelliChief can help. Discover how other senior living facilities are using IntelliChief with their AOD software, and which proven best practices can help you achieve the same results at your organization.

For more information about IntelliChief for MatrixCare AOD, contact us today.

Back Office Automation Besting Business Costs

McKinsey found that by incorporating available technologies to back office operations, redeploying employees to more strategic initiatives and reimagining processes, companies can dramatically increase performance and greatly reduce costs. Back office automation besting business costs is an employable reality.

Functionally, McKinsey noted that companies can automate approximately 30 percent of the activities in 60 percent of all occupations by using technology available today. As system’s capabilities increase by utilizing robotic process automation, machine learning and natural-language generation, the business case for automation is strong.

Take Accounts Payable processing; present in every organization, either centralized or handled at the division or location level. In all environments, manual processing of invoices is costly: 14 days and $17 each, according to industry averages. And that’s on top of paying the bills themselves…

Another volatile manual processing risk is late payment fees. Without ERP database and processing workflow visibility provided by automation, adhering to optimized payment scheduling, is a precarious task. Forgoing early payment discounts is also in this spectrum, and depending on scale, can be even more costly.

The answer and the ROI are in automating this back office operation, encompassing purchase information collecting, securing, validating, workflowing and approving payments. This is accomplished with an enterprise content management system (ECM) integrated with the company’s ERP and line of business systems. The results: processing cost reduction to 3 days and $3 each, invoice routing and approval time reduced 80 – 90 percent, along with less late fees paid and more early pay discounts received.

People are engaged through automation. According to The Chartered Institute of Management Accountants (CIMA), unlocking value from the human dimension of businesses is the facet determining a company’s success. They charge that encouraged behaviors that build a foundation of trust upon which (automated) information is shared, as a crucial (fiscal) reality. This is spot-on back office – it’s an organization’s Accounts Payable people who are gatekeepers of financial strength. Automation assists them by:

– Assuring processing workflow accuracy and accountability among all those involved in a transaction, while

– Enabling businesses to utilize processing staff most strategically and profitably.

AP processing is an encouraging function to start or expand back office automation. Its impact on reducing cost is quickly realized throughout an organization.

 

Related Accounts Payable Automation: Leverage the Power of Technology to Streamline Your AP Workflows

IntelliChief Version 4.2 Is Now Available

IntelliChief Version 4.2 is now available. The latest version of our document management and workflow automation solutions offers:

Fast, Multi-Thread Workflow Automation

The IntelliChief Workflow Server can now process multiple threads at once. Longer processes won’t delay your other tasks; multiple processes can receive simultaneous attention from the server. This decreases the overall processing time for the tasks you complete in IntelliChief.

Highlighted Index Fields

When a document requires a manual review, IntelliChief now highlights the data that needs a user’s attention. This makes exception handling much faster and more straightforward.

Enhanced AP Invoice Matching Capabilities

The newest Accounts Payable invoice matching interface helps expedite your 2- and 3-way match. Capture Enterprise lets you automatically collect new invoices, and workflow updates help you confirm the validity of each line item.

More Robust Document Tracking Options

Artificial Intelligence now helps IntelliChief’s document capture tracking create a more comprehensive audit trail. Administrators can identify documents as they’re added to the system, and designated the appropriate paths once they enter workflow. This makes it easy to find documents that are missing from transactions or projects.

Secure FTP File Transfers

IntelliChief now features SSL and TLS protocols, secure FTP technologies, and password encryption. This helps increase information transfer security.

Streamlined User Administration

Last Login allows administrators to determine which users should remain active within the system, and Client Timeout frees licenses from inactive users.

Upgrade to IntelliChief Version 4.2

To learn more about our latest document management technologies, contact us today.