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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

Straight-Through Processing

The IntelliChief Capture Enterprise for AP Invoices solution allows your business to take advantage of Accounts Payable straight-through processing cost savings. It was designed from the ground up for organizations looking to automate their AP processes from start to finish. With IntelliChief, your company’s goals of eliminating manual ERP data keying, invoice matching, and voucher creation are finally attainable.

Invoices received as paper documents, email attachments, or other means are scanned or imported into Capture Enterprise. Then, information from the header, body, and footer of these invoices are extracted. Next, this information is verified and validated with the data stored in your ERP using 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.

IntelliChief 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 matching process can be reviewed and resolved immediately or routed through your configured 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 your ERP or financial application without any manual keying.

New invoice layouts are set up in minutes by AP professionals as they process invoices, resulting in reduced invoice processing costs and cycle times. Capture Enterprise users have reported more than a 50 percent reduction in invoice processing costs and over 75 percent straight-through processing on PO-based invoices. By drastically reducing invoice cycle times, organizations are positioned to take advantage of early pay vendor discounts or, at the very least, to begin negotiations that can lead to increasingly favorable terms suppliers. Without IntelliChief, it’s markedly more difficult to get these types of conversations off the ground.

Are you ready to learn more about Capture Enterprise, including the five stages required to automatically process documents as well as departmental application highlights? Click here to learn more.

 

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. Without beneficial document data capture components, your company’s most vital documents will not have a throughway into your system, resulting in significant impediments to your overall workflow.

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 be presenting at Kerridge Commercial Systems FUSION18, held from 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. Learn how to:

We’ll discuss integration points, straight-through processing, mobile approvals, and coding technologies, and other advances in document management. We hope to see you there!

IntelliChief Sales Order Automation User Presentation at JD Edwards INFOCUS 18

 

Considering an automated approach to sales order processing? Find out how Emser Tile did precisely that at  JD Edwards INFOCUS 18.

We’ll take an in-depth look into the company’s successful sales order automation project on Wednesday, August 22nd, from 2:45-3:45 pm. The presentation: Successfully Automating Sales Order Processing for Emser Tile with JD Edwards and IntelliChief ECM will be held in Plaza Court 2.

Discover:

Want to see our solutions in action? Stop by Booth 210 in the Exhibit Section; we’ll be providing on-demand demonstrations of our workflow automation tools for JD Edwards. We’ll show you how you can transform your most time-consuming procedures and improve operations across your entire company.

About INFOCUS

INFOCUS 18 is an international technology and applications forum for JD Edwards users. Made possible by the Quest Oracle Community, the conference brings together companies who rely on JD Edwards EnterpriseOne and JD Edwards World ERPs. A heavy focus is placed on peer-to-peer sharing and knowledge exchange.

The conference will be held from August 20-22, 2018 at the Sheraton Denver Downtown.

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 Accounts Payable automation.

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

They Moved From Manual Processes to Accounts Payable Automation

As they ramped up their staff (to the tune 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

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 Presenting at SCUG 2018

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 Order Processing and Accounts Payable automation. We’ll be discussing technology-driven document capture and management, JDE data integrations, and process-specific workflow optimization.

Discover Our Solutions for JD Edwards

As an Oracle Gold Partner, our ECM solutions for JD Edwards are easy to implement and easy to use. Unlike process-specific automation solutions, our enterprise products can be used across multiple departments. (The same platform that you use for AP automation can also help you streamline production.)

In Accounts Payable, IntelliChief helps companies process invoices faster and at a lower cost. Meanwhile, automated sales order processing helps companies reduce their DSO by eliminating several steps from the manual O2C process.

Unable to attend the User Group? Contact us today to learn more about our software, or visit us at our next meetup.

The Benefits of Process Automation

Process automation can provide your organization with a number of benefits. The most notable?

  • More productivity
  • Faster workflows
  • Less expensive procedures

And the more you automate, the more you stand to benefit. Here’s a deeper look.

The Problem with Manual Business Processes

Most of the processes that keep your business running have manual traditions. While those processes may be sound (and may even be crucial to your company’s success), they may actually be holding you back.

So – how can something be essential, yet problematic?

Most have to go through several different people – or departments – before they’re finished. This involves lots of emails (or snail mail), phone tag, and uncertainty.

You need to have your people, your projects, and your transactions all on the same page.

Sharing Data to Eliminate Silos

According to Deloitte, many companies that don’t yet have automated workflows have a patchwork of disparate applications. These technologies don’t talk to each other, and there’s often a duplication of effort. In these cases, technology doesn’t ease the workload – it only makes it harder to collect data and achieve meaningful insights.

The result?

More time (and money) spent collecting information, unnecessarily high cycle times, inconsistent quality, and impaired agility.

Not exactly a recipe for success, but this is commonplace for businesses that have been unable to eliminate silos.

When Organizations Grow, So Do Their Processes

There’s also the issue of growth. As companies grow, employees take on larger workloads. Sometimes, companies do hire additional employees to help scale operations – but that’s always at a cost. Employees have to be recruited, trained, and brought up to speed on a company’s (often complex, and often poorly documented) internal processes. And if two companies merge together? It’s an ever larger tangle of procedures to consolidate.

One Way to Reduce Business Process Costs by as Much as 30 Percent

Deloitte also notes that automating workflows can reduce costs substantially. For a typical organization, that figure comes in at around 30 percent. That comes primarily from time and resources saved, although there’s also the matter of accuracy. Never having to go back and correct a wrongly completed process means more efficiency – and more benefits.

Repetitive Processes are Easier to Report

McKinsey brings up another benefit of automated processes. Workflows that are automated are less prone to variance and error, and easier to report. Regulatory compliance and auditing are less of a hassle when you have complete paper trails.

Let IntelliChief Help You Capture These Benefits with Process Automation

At IntelliChief, we can help you capture the benefits of automated processes with our ERP-integrated workflow automation software. It not only helps you speed up your processes and complete them more efficiently, but it also lets you streamline collaboration from end to end.

In addition to reduced costs, our customers can achieve:

  • A high level of flexibility for ever-adapting processes
  • More accurate data
  • Higher levels of employee engagement (as they are able to spend less time on repetitive work and more time on creative initiatives)
  • Faster project and transaction cycle times
  • Increased throughput
  • Increased customer satisfaction
  • Effortless regulatory compliance

To explore the solutions that make these benefits possible, contact IntelliChief. We’ll show you what process automation can do for your business – and just how easy it is to achieve.

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PeopleSoft Accounts Payable Automation

PeopleSoft Accounts Payable Automation

How long do your employees spend on Accounts Payable in PeopleSoft?  If you’re not using your Oracle PeopleSoft ERP as efficiently as you could be, IntelliChief can help. We offer AP automation solutions specifically for Oracle, and because we’re an Oracle Gold Partner that has performed countless installations for PeopleSoft customers, we can configure a solution that aligns perfectly with your needs and goals.

What to Expect When You Automate Accounts Payable in PeopleSoft

Our PeopleSoft Accounts Payable Automation tools help you:

  • Collect, process, and store your vendor invoices
  • Capture more vendor discounts
  • Collaborate easily between multiple departments
  • Prevent lost or misplaced documents
  • Eliminate inefficiencies from manual entry

Automated workflows let you capture purchase orders, order acknowledgments, and receiving documents from both paper-based and electronic formats. Once captured, they’re organized and stored with any related transactional documents. Meanwhile, our software compares all of the data with the transactional information you already have saved in PeopleSoft. You don’t have to manually match the information or waste time on multi-step approval routing.

The best part? PeopleSoft users that implement IntelliChief for AP typically achieve a full ROI within one year — and that’s not the only benefit.

PeopleSoft ap invoice automation

The Benefits of PeopleSoft Accounts Payable Automation With IntelliChief

When you automate PeopleSoft with IntelliChief, your business will become faster, leaner, and more profitable. Customers benefit from:

  • Industry-leading integration backed by Oracle Gold Partner status eliminates the need for multiple vendors or technical resources
  • Embrace a paperless office that is more sustainable, environmentally friendly, and adaptable
  • Full visibility in the Accounts Payable process, including micro- and macro-level tracking
  • Boost deployment speed
  • Improve accuracy with advanced validation software that gets smarter over time
  • Automatically capture invoices from a monitored inbox
  • 80-90 percent reduction in manual data entry
  • Lightning-fast 2-, 3-, and even 4-way matching
  • Secure digital repository creates a centralized hub for all documents
  • Analyze processing speed, cost, efficiency, and ROI achieved with IntelliChief
  • Remote access from any smartphone or tablet
  • 24/7 security and audit protection

ECM PeopleSoft

Discover Our PeopleSoft Accounts Payable Automation Solutions

Is your company ready to phase out old, inundated processes that prevent it from reaching its potential? Your growth objectives are clear. You’re ready to take the next step, and IntelliChief can help you get there with PeopleSoft Accounts Payable automation. Realize instant ROI as your processes become faster, more accurate, and smarter — literally paying you back over time by automatically taking advantage of early payment discounts while eliminating late payments.

Want to learn more about our PeopleSoft Accounts Payable automation solutions? Contact us today for a free consultation. Our automation experts will help you determine whether or not your business is a good fit for automation.