Global Interconnectivity Workflow Automation

Tim Nissen | Global Interconnectivity Workflow Automation.

According to the Manufacturers Alliance for Productivity and Innovation (MAPI), the most important trend is manifesting global virtual workforces. The goal for companies: global interconnectivity workflow automation.

MAPI’s hit on a need spanning all business category – company staff utilizing available, affordable technology to continue their ability to unite each of their locations (and remote workers), increasing efficiencies towards achievement of a one-company environment.

Back-office workflow automation is an impactful capability to impact the global interconnectivity design. Its universal appeal is applicable to all organizations’ efforts to increase speed and lower cost, particularly in the functions of Accounts Payable and Order Processing.

Deloitte states workflow automation reducing business process costs by 30%. This accounts for interdepartmental staff time savings and accuracy improvements, with each transaction’s documentation being captured and organized, accessible and trackable throughout process lifecycles.

Workflow automation is powered by enterprise content management (ECM), software that enables lifecycle management of project and transaction documentation. It encompasses capturing paper and electronic documents in all forms and from all sources, identifying necessary information to populate integrated ERP and business system fields. It reduces or eliminates manual keying of data into systems, providing straight through processing, while validating accuracy among system databases. Once documentation is captured and organized, company process-specific workflow provides desktop and mobile accessibility for collaborative input and expedited approvals.

Ultimate ECM automation’s success is predicated with ability to integrate with any ERP/business system utilized within a company. This enables any department’s documentation capture, with each specific process mapped, creating an enterprise-encompassing environment of workflow automation without cumbersome infrastructure transformation. One ECM system for an entire organization’s needs, converting process based on business rules defined per department’s function.

ECM is best suited for organizations having geographically uniform processes and needing to reduce related cost to be more competitive and achieve a superior level of operational excellence. It accomplishes the global interconnectivity workflow automation objective, while creating economies of scale through higher ROI per expanded department and function.

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: //

Accessing Financial Operations Data

Tim Nissen | Accessing Financial Operations Data.

Surveys of Accounting and Finance professionals resonate a pressing need: accessing financial operations data from a single system source.

The problem comes from two primary perspectives. One is attempting to report from disparate systems, particularly ERP’s and line of business systems, manually assembling reports cobbled from these multiple sources. The other is the manual approach of exporting data out of ERP systems and into Microsoft Office applications. Unfortunately, neither solves the data integration issues standing in the way of gaining accurate, actionable information consistently.

The number that relays the consequences of this continuing lack: less than 20% of Accounting and Finance professionals’ time is allocated to strategic activities. It’s the time and effort tied-up in the common problem – manual reporting, rather than utilizing a single-source visualizing and reporting source integrated with their ERP’s and business systems.

Further, those surveyed denote that it’s the non-value-added tasks; data gathering, verifying accuracy, and formatting reports, that distract from the strategic analysis emphasis needed. System integration constitutes the biggest technology obstacle to gaining actionable reporting information, to report on both financial and operational data.

An actual automated source is available by utilizing an enterprise content management (ECM) system. These can sync with ERP’s and business systems, creating a hub for transactional information and supporting documentation, with full cashflow visibility and financial reporting, in configurations of the user’s choosing.

Through ECM, users can deliver the value-added analysis desired by key stakeholders.

While the system integrations enable ECM’s effectiveness, success starts with automating the capture (imaging) and indexing (OCR) all needed transactional information from related documentation, from beginning to end, to populate corresponding ECM fields. This enables information verification amongst systems for accuracy both in processing and reporting. Automating interdepartmental workflows provides the field of view for real-time financial reporting, as does document archival ECM provides. Together, a single-source document management system accessing financial operations data easily and accurately.


Also see:

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

Accounts Receivable Automation Software for Reduced DSO’s and Improved Cash Flow

Beneficial Document Data Capture Components

Tim Nissen | Beneficial Document Data Capture Components.

Data capture is the vital front-end of document management automation – it sources project and transaction information to populate and validate ERP and ECM databases.

The trick is thoroughness. In that regard, the bases to cover include:

  • Multi-channel capture capabilities that streamline processing of documents from scanners, MFPs, fax, email and other digital sources, creating both centralized and distributed capture environments
  • Configurable actions and rules-based criteria, which span capture functions including multi-language recognition, document classification, validations and business rules, and formatting for company-specific processes
  • Processing of documents with barcodes, machine-printed text (OCR), hand-printed text (ICR) and check boxes (OMR), with full text and zonal identification, for locating and processing data on both structured and unstructured documents
  • Delivery of documents to business applications to speed processing and increase accuracy of information by automating document search field population, removing time consuming and costly manual keying, and enabling automated validation with enterprise resource planning (ERP) and line of business systems, assuring accuracy with consistent updating of data.

IntelliChief Capture Enterprise checks all these boxes. It’s engineered to provide thorough capture of information contained in paper and electronic documentation in any format. It extracts and classifies key information for business processes, facilitating entry into a convenient and cost-saving process configured, automated workflow environment.

It was created for ease of use with minimal instruction needed, reducing costs and accelerating document processing efficiencies. The application significantly reduces labor-intensive document preparation and manual data entry to streamline indexing.

Beneficial document data capture components of IntelliChief Capture Enterprise encompass:

Increased productivity: By significantly reducing manual data entry and paper-based storage and retrieval of documents, it allows for quick processing and easy accessibility to documents for customer service, case management, business transactions and compliance.

Streamlined process: It can help eliminate a demanding paper process by automating labor-intensive projects.

Reduced cost: It’s designed to reduce the required data entry personnel by at least 50%. Distributed scanning and verification enable users to reduce or eliminate document shipping costs and distribute labor to areas of more strategic value.

Increased accuracy: By eliminating human data entry errors, it can save time tracking down and fixing faulty data or misplaced document images.

Flexible rules processing: The procedural rules engine that powers IntelliChief Capture Enterprise utilizes .NET and VBScript standards, enabling users to create advanced capture applications, with custom panels and features that address their specific business objectives.

Scalable architecture: It features a three-tier client server architecture that combines thin and thick client implementations for significantly increased flexibility. As an organization grows or as document volumes rise, they can add more servers or users as needed to maintain peak performance and ROI.


Related IntelliChief Capture Enterprise – OCR Software for Indexing Documents & Eliminating Manual Data Entry

IntelliChief ECM Presenting at 2018 Kerridge Commercial Systems FUSION18

IntelliChief will presenting at the 2018 Kerridge Commercial Systems FUSION18 (#FUSION18), October 7-9 in Scottsdale, AZ.

Our experts will be sharing Better Together: Maximizing the ROI of Your KCS ERP System with IntelliChief Capture Enterprise (OCR) and Integrated Document Management. 

Are you in control of your Accounts Payable and sales order processing? Is manual data entry still the most time-consuming back office function in your organization? What if you could eliminate keying invoices, filing and file cabinets, and managing documents between branches.

This session explains the integration between IntelliChief and KCS for AP automation. We will discuss Integration points, touchless AP, mobile approval and coding for expense invoices, and other areas in your organization to implement Document Management. Finance professionals are encouraged to attend.

IntelliChief ECM RPA Sales Order Automation User Presentation at JD Edwards INFOCUS 18

Oracle Gold Partner IntelliChief, LLC, a provider of automated document management and workflow enterprise content management (ECM) solutions, announces the JD Edwards peer user sales order automation presentation featured at JD Edwards INFOCUS 18 (#JDEINFOCUS), August 20-22, 2018 at the Sheraton Denver Downtown.

IntelliChief ECM will present Successfully Automating Sales Order Processing for Emser Tile with JD Edwards and IntelliChief ECM. This look into a successful AI and robotic process automation (RPA) JD Edwards integration provides insight to a peer user’s strategy to move Orders from manual management to automation, and the benefits they’ve achieved. The event will be held Wednesday, August 22nd 2:45-3:45 in Plaza Court 2. An overview’s located here.

Additionally, demonstrations and discussions of integrating ECM with JD Edwards, benefitting manual process burdened departments and functions will be held daily in the Exhibit Section, IntelliChief ECM Booth 210.

INFOCUS 18 facilitates an international technology and applications forum for the JD Edwards community through the Quest Oracle Community, bringing together users of JD Edwards EnterpriseOne and JD Edwards World, engaging peer knowledge exchange.

National Key-Free Day

National Key-Free Day is on its way – and we’re here to celebrate!

At IntelliChief, we know exactly how frustrating – and time-consuming – it is to type everything into your various business systems. On July 27, 2018, we’ll be celebrating National Key-Free Day, a new movement that celebrates more efficient data management.

With so many recent advancements in AI and RPA, there’s really no reason for manual data management. Now more than ever, it’s a smart strategy to rely on software for data validation, entry, and form processing.

Every year, we’ll be setting aside the fourth Friday in July for National Key-Free Day, as we continue to celebrate the ongoing abilities of ECM. We’ve seen customers reduce their document processing time (and cost) by as much as 50 percent – a trend that’s well worth talking about.

To get in on the celebration, post your document automation thoughts on social media, using #KeyFreeDay to join the conversation. And if you’re not part of the movement yet, what are you waiting for? Let IntelliChief help you find a solution for faster, more cost-effective data management. 


Accounts Payable Automation Visibility Builds Company Growth

When you think about corporate growth, you may not think about accounts payable playing a role. But the reality? AP can have more of an impact than you realize.

The larger a company becomes, the more products it needs to create. And the more products it needs to create, the more supplies it needs to purchase.

As more and more transactions occur, Accounts Payable needs to grow in order to keep up the pace.

A larger AP department does come at a higher cost – but there’s another option: streamlining operations with automation.

Here’s what one company did when faced with that exact issue:

They Moved From Manual Processes to Automated Processes

As they ramped up their staff (to the tun of 34 percent personnel base growth within five years), they also moved from manual to automated document management and accounting workflows. This reduced the cost (and time commitment) of their AP burden – which rang in at around 500 transactions processed per day.

Because they had to manage manufacturing and distribution facilities in both the US and Europe (as well as regional offices across the globe), they needed a solution that could give everyone access to all of their financial records. That’s where IntelliChief came in to help.

They Selected Software that Integrated With Their ERP

After surveying the enterprise content management marketplace, the company selected IntelliChief for ECM. The main reason? Our software integrated directly with their ERP.

Another reason? Our team has extensive experience automating AP workflows – and we were able to improve their Accounts Payable department right away.

Here’s what their Director of Accounting had to say:

“IntelliChief has saved us considerable resource time and cost over our previous manual processes way of running our business, both in the AP department and in all others throughout the company utilizing the ECM system.”

The takeaway? They were able to continue their trend of consistent annual revenue growth & personnel expansion, while meeting their business plan’s commitment to strategically increase their market share. By making sound investments in employees, facilities, and technologies, they were able to achieve meaningful success.

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

They Stopped Worrying About the Physical Challenges of Paper Records

Once the mandatory storage window has closed, the files are off to recycling. Meanwhile, a digital copy is kept in IntelliChief’s archive.

We have paper storage both in-office and off-site in our warehouses,” they mentioned. “Freeing the space is allowing valuable square footage to be utilized more profitably.”

There was also the matter of audits. Working within a highly regulated industry, the company had to plan for regular audits – both internal and external.

They saw this as an opportunity to reduce the time and cost of these activities by establishing an auditing workstation on-site, where auditors have searchable access to any documentation they require via IntelliChief’s archive. This added organization to audits, eliminating the need to physically source documents from a file cabinet or warehouse in some corner of the world.

“Single-point access had been an immense help with both Financial and Regulatory Affairs audits; the added convenience and time savings – both with auditors and our staff – is greatly reduced”.

In addition to audits, their Regulatory Affairs department added IntelliChief for a safe, updating repository for all product and procedure information related to their governing Food and Drug Administration regulations.

They Automated Production, Quality Assurance, and Distribution As Well

Witnessing the benefits of IntelliChief with Accounts Payable, interdepartmental expansion was the company’s next move.

Next up: continued automation in Production, where IntelliChief helped employees collectively assemble all project documentation in a single system. This allowed real-time visibility and cross-departmental workflows. It also made it easy to review each project’s details, if the information is ever helpful for future jobs.

This expansion also gave Quality Control a better way to manage work order documents electronically. They too had on-demand access for all project records.

The Production and Quality Control groups together have benefitted from tandem use of IntelliChief; it continually helped with project organization and oversight,” commented the Accounting Director. “Maintaining all project records together in a single repository, with automated workflow among those involved with each project, has simplified communications and enhanced delivery times notably.”

And in Distribution? The company started capturing shipping & receiving documentation at each logistics point. From there, that same documentation is automatically routed to AP for matching and payment, or Customer Service for collection and archival.

The Production and Quality Control groups together have benefitted from tandem use of IntelliChief; it continually helped with project organization and oversight,” commented the Accounting Director. “Maintaining all project records together in a single repository, with automated workflow among those involved with each project, has simplified communications and enhanced delivery times notably.”

See how you can do the same.


How Logistics Uses ECM

Tim Nissen | How Logistics Uses ECM.

Accounting for logistics processes and procedures is complex, and it’s common to still see physical shipping documentation sent by express service to points of receipt, including your Accounts Payable, Accounts Receivable and Customer Service departments – domestically and internationally. The manual handling of these printed documents is admittedly fraught with expense (time and money) and risks.

Having a clear picture of your distribution operations with all involved departments is crucial for your business. Though a challenge to this is managing logistics operations that are driven by paper, restricting the movement of every inbound and outbound shipment. Paper-based processes are slow and create bottlenecks in productivity, making important data contained in physical shipping documents—bills of lading, manifests, delivery receipts—difficult to process and track.

Capabilities have expanded to include automated documentation capture and company-specific processes workflow. This streamlines tasks related to shipping and receiving goods, enhancing the functionality of your existing platforms – ERP, SCM, WMS, Accounting systems and related business applications you use. Distribution is an industry benefiting from enterprise content management (ECM). Discover IntelliChief’s approach here.

How Logistics uses ECM: to automate capture of all formats of shipping documentation in both paper and electronic formats, assembling complete document collections from every source per transaction. Accuracy is validated with vendor and customer information stored in your ERP or SCM, and workflow automated with all departments involved in each transaction. Detailed visibility is provided throughout your distribution channel.

This document management capacity makes information easy to retrieve with automated organization for faster and more efficient content management. You’ll have instant access, with improved colleague and vendor-partner collaboration, and responsiveness to your customers, directly through your ECM-integrated desktop and mobile screens.

Collectively, ECM facilitates a solution to assure accuracy and security throughout distribution, as the foundation for building transactional transparency and trust, while streamlining business processes across your company’s fluid area of operations. Global trade logistics relies on a web of disparate systems across freight forwarders, custom brokers and port authorities, involving ocean, rail and trucking carriers. With ECM, you’re able to digitize the process to collaborate across companies and authorities, reduce the paperwork, streamline cross boarder movements, and limit fraud and errors.

Advantages encompassing how Logistics uses ECM:

  • Quicker outbound turnaround – leading to improved delivery efficiency, and stronger customer (and vendor) relationships
  • Documentation security – nothing is lost with ECM, with the people you need accessing your distribution documentation having it on-demand
  • Assured accuracy – with ECM syncing with your business system’s databases, all documentation is digitally captured with content data indexed and verified, alerting users of any discrepancies. Little or no system data keying is required; it’s simply straight-through processing into automated workflow
  • Lower document distribution costs – automation negates physical document shipping, and all associated costs
  • Faster notifications and approvals – with ECM’s automated workflow, everyone in your supply chain on the need-to-know does so quickly through automated notice, hastening processes and fulfillments
  • Document append abilities – as amendments, updates and approvals need to be added to original documents, they’re able to be, while maintaining the document’s integrity. Users can enter notes either in a pre-set field, or in a digital post-it note placement adjacent to the information being addresses. The document’s original data doesn’t change, though helpful information may be added and tracked by ECM and line of business system users throughout your logistics workflow.

These are particularly useful with Distribution’s transactional interaction among colleagues in Accounts Payable, Orders Processing and Customer Service departments; all areas of shipping document’s origination, destination and notification.

To see how, contact us.

IntelliChief ECM and SCUG Examine JD Edwards AP Automation and Orders Automation

IntelliChief will be at the Southern California User Group meeting on June 14th in City of Industry, CA. A meeting of 55,000+ Quest International Users of JD Edwards, PeopleSoft and Cloud Applications, SCUG promotes education, networking, and advocacy in a peer-to-peer environment.

Our experts will be sharing strategies for JD Edwards AP & Order Processing Automation. We’ll be discussing technology-driven document capture and management, JDE data integrations, and process-specific workflow optimization.

As an Oracle Gold Partner, our ECM solutions for JD Edwards are designed for seamless integration. Unlike process-specific automation solutions, our enterprise products can be used across multiple departments. AP automation allows users to process invoices faster and at a lower cost, while automated sales order processing helps reduce DSO by eliminating several steps from the manual fulfillment process. All solutions help increase accuracy, visibility, and efficiency.

Unable to attend the User Group? Contact us today for an on-demand recap. Or, come find us at our next quarterly small-group SCUG meetup.