The Three Levels of AP Automation
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The document outlines a webinar on AP automation presented by Bill Whalen from RJS Software, discussing the challenges of traditional paper-based processes and the benefits of digital document management. It introduces three levels of automation for invoice processing—OCR/barcode, application integration, and advanced forms processing—along with an implementation methodology focusing on phased projects for effectiveness. Attendees can access technical support and follow-up for questions and demos after the session.
The Three Levels of AP Automation
- 1. The webinar will begin shortly. You will hear silence until the webinar begins. Audio is provided through your computer speakers only. If you are unable to hear the audio through your computer speakers, simply click on the “request phone” button on the top right hand side of your screen for teleconference information. Technical Support Problems for this Webinar: Email: webinars@iofm.com The Three Levels of AP Automation Learn Which Option Is Best For You Presented by: Bill Whalen, Account Manager at RJS Software
- 2. • About RJS Software • Business challenges • The three levels of AP automation • Implementation methodology • Q&A Agenda
- 3. • Software developer • Founded in 1990 in Minneapolis • Acquired by HelpSystems in July of 2014 • Product focus: About RJS Software
- 4. Paper-intensive, inefficient business processes • Need automated workflow functionality for AP and other processes • Gain new levels of efficiency without adding staff • Eliminate paper processing and reallocate staff to value-added work • Solve issue of processing and distributing paperwork across departments and locations • Streamline audit preparation and response time • Fully utilize and extend existing IT investments across the company Business Challenges
- 5. ERP and other business systems are not user-friendly • Paper forms and paper documents require data that has to be re-keyed into business systems • Manual data entry is prone to error • Slows down workflow and decision making • Difficult to process paperwork across multiple offices and between remote workers • Reduces employee productivity • Negatively impacts customer service Business Challenges IT department doesn’t or can’t modify ERP screens • Document imaging not integrated to ERP
- 6. AP Department Challenges PO request process cumbersome and paper based On average, 3.6% of invoices handled by A/P have errors Cost of manually handling, checking, and processing a paper invoice and cutting a paper check: $8 to $12 Taking advantage of vendor discount offers due to processing time Matching of receivers and invoices major issue Cost to reproduce documents for audits or customer research Lack of control during approval process Visibility of status of invoice process a big need Increased cost of postage for mailing purchase orders and checks Average days in payables is too high
- 7. Typical AP Paper Process
- 8. Intro to Digital Document Management/AP Automation • Invoices • Purchase orders • Bills of lading • Proof of delivery • Statements • Acknowledgements, etc. Documents are scanned Images are indexed Images are stored in ECM system or network drive
- 9. Intro to Digital Document Management/AP Automation Three Levels of Invoice Automation
- 10. 1. OCR/barcode 2. Application integration 3. Advanced forms processing Three Levels of Invoice Automation Invoice
- 11. The level of automation is usually dependent on the following: • Invoice volume • Vendors • Number of AP processers • Percentage of paper to electronic Three Levels of Invoice Automation Invoice
- 12. Intro to Digital Document Management/AP Automation OCRBarcoding
- 13. • Statistics about OCR (Optical Character Recognition) • Accuracy is not actually 95%+ as people advertise • This means that a OCR engine will read 95% of the indexed CHARACTERS, not documents • A OCR Engine rated at 95% accurate is being used on a 9-digit field. The true accuracy is 69.8% because the engine is reading 95% to the 9th power • OCR is only as good as print and scan quality • DPI is increased, increasing your storage size The Challenge of AP Scanning: Template-Based OCR vs. Integrated Scanning
- 14. Intro to Digital Document Management/AP Automation OCRBarcoding
- 15. OCRBarcoding
- 16. Intro to Digital Document Management/AP Automation Application Integration
- 17. 1. Windows application processing 2. iSeries (green screen) processing Application Integration
- 18. • What is it? Application integration is a multi-purpose way to integrate into a business application without modifying our customer’s applications. • When is it deployed? Typically deployed when we can make an operation that would require a user to perform multiple steps into a single button push. Examples: • I have a document and I want to index it into WebDocs. Windows Integrator can pass index information from your application screen to Scan Workstation. • I have a document I want to find. Windows Integrator can be set up to read your application screens and perform launched searches into WebDocs. Application Integration (Screen Processing)
- 19. Windows Application Indexing Indexes are retrieved for the Windows application and mapped into the index values in the Scan WorkStation with a press of a button on the Windows Integrator Toolbar.
- 20. Green-Screen Application Indexing Indexes are retrieved for the green screen and mapped into the index values in the Scan WorkStation with a press of a function key.
- 21. Intro to Digital Document Management/AP Automation Advanced Forms Processing
- 22. What is it? • Document processing and forms automation system Features: • Captures documents from various sources – scanners, PC files, systems, email, inbound fax • Extracts data from semi-structured documents • Ability to extract handwritten content • Analyzes OCR extraction confidence and business rules with each document and batch processed • Users verify documents flagged for exception handling (quality assurance) • External systems are typically integrated to verify and automate indexing further and other feed data business processes • Integrates with WebDocs Solution: Advanced Forms Processing
- 23. Advanced Forms Processing (OCR) • Capturing paper documents with forms-processing technology • The difference from standard OCR – Fingerprints and Business Rules Advanced Forms Processing (OCR) Invoices are scanned Data verification and validation Release to WebDocs Image clean-up, data extraction Invoice 1. 2. 3. 4.
- 24. Applying the right level of automation to advanced capture • Basic capture • 1st level of automation and least expensive • Zonal OCR, Click-Capture Technology • Self-learning • 2nd level of automation used WITH 1st level • Advanced self-learning based on operator input • Advanced capture • 3rd level of automation used WITH 1st and also 2nd levels • Classification, Splitting, Advanced Extraction, Rules Based Validation Advanced Forms Processing
- 30. Line Item Detail Extraction
- 31. Automated: end-to-end solution • PO request process with audit trail • Auto capture info: Extract information from invoice form without keying • Automated matching of documents: Match PO, receivers, invoices, and even checks • Workflow for exceptions Reducing the paper shuffle • Less paper and storage: Copies kept in multiple locations can be eliminated. This reduces cost for storage and personnel while mitigating risk. Users will also be able to email, fax, view or print without creating multiple copies in multiple locations. Advanced AP Automation Benefits
- 32. Processing efficiency • Your ERP is the core: Your keystrokes within your ERP system feed the document management database. This standardizes data entry, eliminates redundant data entry, and allows for easy retrieval of data and documents from system. • Immediate access: Get direct access to documents from ERP or other systems from anywhere, anytime. • No printing: Electronic documents digitally move through processes and are instantly available from authorized users’ desktops. Quicker resolution • Manage reviews and approvals: Automated workflow will allow users to electronically route, review, and approve documents in-process without ever moving a physical document. Advanced AP Automation Benefits (continued)
- 33. Choose the level of document management/automation that best fits your needs! • OCR and barcode for lower costs, simple document management. Template-based process for each vendor. • Application integration automate directly from your ERP or line of business application. • Advanced forms processing to completely streamline the process and cover Non-PO and other exceptions. Recap
- 34. Intro to Digital Document Management/AP Automation Implementation Methodology “The Phased Approach”
- 35. RJS Software projects are divided into discrete phases that permit easy identification of the tasks, dates, and resources within each phase. The start and completion dates of each phase are milestones for communication of the current project status. Implementation Methodology Project Management Successful projects require planning and control. A key part of our implementation process is the planning, staffing, and management of each project. For each project, RJS will assign a project manager. The RJS project manager will be the primary customer contact for the implementation. Phased Approach • Departmental • Process Smaller projects are more successful because: • Gets you using the software quicker. • User adoption • Lets you build off what is working • Training
- 36. Phased implementation methodology • A successful project starts with expectation setting • Vendor expectations • Customer expectations • Solving the current needs today with the future in mind • Realistic milestones and deadlines need to be set up front • Departmental or process implementation Successful Projects
- 37. AP Phased Implementation Methodology WebDocs Phase 1 The Core Understanding what it can do for you and your organization is the first step. How it can organize content? What needs to be captured? Who needs access and to what? System Generated Content Phase 2 Capture supporting documentation like AR Invoices, PO s, BOL, Emails etc... from: Network ERP/LOBS iSeries/Windows Server User Tools Scan Workstation Workflow/Routing Application Integration Phase 3 Advanced Forms Processing Phase 5 Full Automation Smart AP WebForm Exit/Trigger Program Automation Phase 4 Process Streamlining and Integration in to your ERP/LOBS Smart AP WebForm . The 5 phases to a successful AP implementation
- 38. Intro to Digital Document Management/AP Automation Question and Answer Time
- 39. One-on-one demo/follow-up call • Schedule live demo • Deep-dive look at available solutions • Answer specific questions about options and how it may fit your situation Next Steps
- 40. Contact: Bill Whalen RJS Software bill.whalen@helpsystems.com or sales@rjssoftware.com +1 888-757-7638 Learn More
- 41. Tips for using WebEx • Receiving Teleconference Info • The chat box (asking questions/tech issues) Housekeeping • Handouts • This program will be recorded
- 42. Thank You! Questions after the event? Email webinars@iofm.com We hope to see you at a future AP Network event! For upcoming events please visit www.tapn.com.
Editor's Notes
- #34: Average document is captured 14 times. Costly. Processing efficiency – IT department doesn’t like things….going to change the ERP. Leverage IT and systems that exist. Rather than change ERP, leverage ERP and it’s data. Be able to find the information about a invoice immediately. Eleiminate