Zetadocs payables approval_04-13
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Zetadocs Payables Approval is a Microsoft Dynamics NAV add-on that allows invoice processing and approval to be done electronically rather than using paper-based methods. It provides greater visibility into the approval process, control over invoice workflows, and reduces costs associated with processing invoices. Key benefits include faster approvals, cost savings from reduced processing times, visibility into approval status, and control tools to manage the approval process.
Zetadocs payables approval_04-13
- 1. ZetadocsforNAV-PayablesApproval Improved invoice processing and approval for Microsoft Dynamics NAV to help your Accounts Payable team become more productive. Are you still using a paper or email-based process for approving payment of supplier invoices? Passing around invoices within your organization using internal mail or email can result in slower approvals, with little visibility or control.Too many invoices awaiting approval can get misplaced or delayed resulting in early payment discounts being missed or overdue payment charges being incurred. Your credit terms and the smooth operation ofyour supply chain may even be put at risk. Zetadocs Payables Approval is an add-on for Microsoft Dynamics NAVthat puts the whole approval process on screen and under your control. Buyers and budget holders can view and approve purchase invoices whether they are in the office or away from it. Zetadocs brings a transparency and control over approval processes that result in a new level of operational efficiency, yet with reduced costs. Greater efficiencies and reduced costs Using Zetadocs Payables Approval helps get invoices approved faster than a paper-based process and minimizes the riskof invoices getting misplaced or buried: • On average, approvals take 36% longer using a paper-based system, meaning early payment discounts can get missed, there is increased riskof breaching credit limits and supplier relationships are tested.† • The Accounts Payable team can expect to spend 34% less time processing, filing and paying invoices when using an electronic system such asZetadocs.‡ • The expected savings of 25% on the industry average cost of $10 for processing each invoice mean thatZetadocs typically reduces the ongoing costs of accounts payable processes within three months of first use.* Zetadocs can provide instant access on screen to all documents relating to a purchase: the quotation, purchase order, contract, delivery/acceptance paperworkand invoice.These key documents may be viewed by an approver alongside a copy of the NAVpurchase invoice record, saving time and enabling tighter checks in the approval process. Better visibility and control for faster invoice approvals Zetadocs Payables Approval enables the accounts team to manage the invoice approval process on screen, reducing effort and giving total control: • Management console to see instantly where each invoice is in the approval process • Quickly identify where delays and hold-ups occur, with access to the full approval history for each invoice • Find specific overdue invoices to chase or reassign Δ equisys.com Equisys Document Dynamics Benefits at a glance • Efficient – faster than the traditional paper process and the end of lost invoices, POs and delivery paperwork • Cost savings – on screen approval reduces the cost to process each invoice and helps achieve early payment discounts • Visibility – none of the opaqueness of paper or email-based processes, with on screen access to approvals across the organization • Control – tools to manage the invoice authorization process, putting the finance team backin control • Easy to use – integrated with NAV for a familiar user experience that doesn’t require special training • Zero-maintenance – a hosted solution, always running the latest version with reliable and secure access • Flexible – customizable by Microsoft partner for more complexapprovals Δ • Mobile – approve invoices using phones, tablets or PCs I find Zetadocs a great way to demonstrate clear financial benefits to the board – more so than with any other software we have purchased. Richard Howarth, Finance Manager, Holchem Laboratories Ltd“ “
- 2. Designed for companies using Microsoft Dynamics NAV Fully integrated with NAV, Zetadocs Payables Approval is intuitive to use for both the Accounts Payable team and approvers across the organization, and does not require any special training. Its cloud-based design means that you always have access to the latest features, securely and reliably accessible from anywhere, helping ensure invoices get approved promptly, even when managers are away on business. • Straightforward for your Microsoft partner to implement with no client software to install and no firewalls to change • Simple monthly subscription for each user without any capital outlay beyond the implementation costs • Available on Microsoft Azure and maintained for you by experts, saving you the running costs and IT issues associated with on premise solutions Flexible to match your approval process Zetadocs Payables Approval works with posted or unposted purchase invoices in Microsoft Dynamics NAV, ensuring it meets your needs: • Integrated with NAVto release invoices for posting when approved or keep posted invoices on hold until approved • Forthcoming support for multi-stage approvals and approval of purchase orders (POs) Δ • Optional customization byyour Microsoft partner for further integration with NAVusing more complexapproval rules Δ Approve anywhere The browser-based interface ofZetadocs Payables Approval ensures it is available to your approvers wherever they may be: • No software for the users to install, with email prompts and support for phones, tablets and PCs • The right information is available to approve or reject an invoice with the invoice data from NAVsupported by copies of the actual supplier invoice, purchase order and delivery documentation – all without needing direct access to NAV Secure by design Access to your on premise or hosted NAVsystem isvia an encrypted connection, with the security of your data at the root of our design: • Data transmission is encrypted using 256-bitSSL(HTTPS) certificates to guarantee privacy – more secure than many online banking systems • User access to Zetadocs Payables Approval is controlled by Windows Live ID sign in, the basis of the new Microsoft Account for Windows 8 equisys.com Equisys Document Dynamics Equisys plc Equisys House, 32SouthwarkBridge Road, LondonSE1 9EU, UK T +44 (0)20 7203 4000 F +44 (0)20 7203 4005 E sales@equisys.com Equisys Inc 30000 Mill CreekAvenue,Suite 335, Alpharetta, GA 30022, USA T +1 (770) 772 7201 F +1 (770) 442 5789 E sales@usa.equisys.com ZDN-DS-PAAP-1304. ©2013 Equisys plc. All trademarks acknowledged. All information accurate at time of publication. Features Benefits Integration with NAV posted or unposted invoices to follow your current supplier invoice booking and authorization process Familiar and easy to use: approved invoices may be selected in NAV using standard filters so that they can be posted or released and included in NAV’s suggested vendor payments Secure browser based service for approvers to use from anywhere Zero maintenance hosted service: minimal setup and configuration time with no need to adjust firewalls, no ongoing worries about security holes and no client software to install Management console to monitor the entire approval process and spot overdue invoices Total visibility and control of the approval cycle: know the status of each approval, view bottlenecks or possible holdups and take action Complete audit trail of each approval task with full history of the approval cycle See who has approved what and when, with any comments made at each stage of the approval Modern design with an intuitive role-based home page and clearly laid out screens Simple for any approver to use and more efficient than paper or email-based authorization Task based approvals to better match your specific approval process for supplier invoices Δ Accommodate complex multi-stage serial processes Email reminders to automatically chase reluctant approvers Δ Save time chasing overdue invoices and answering the resulting supplier queries Customizable for deeper integration into NAV to select approvers through custom logic or adjust what is written back to NAV when complete Δ Partner can extend the solution to match more closely the way you work; works with Zetadocs Capture editions for batch and automated capture and filing of documents † Calculations based on each approver responding the same day to approval requests (whether on screen or via paper), working away from the office one day a week and mislaying one piece of paper in twenty-five for an average of two days ‡ Based on paper-based approval systems requiring each invoice to be matched to any purchase order paperwork, entered into NAV, distributed, filed on receipt back and marked for payment (3 min total), with mislaid copies meaning this process must be replicated for 1 in 25 documents with the associated time chasing approvers (5 min) and dealing with unpaid suppliers (10 min) – average 3.8 min per invoice; screen-based approval systems require data entry and assignment for approval (2 min), follow-up (1 min for one in ten), and a need to deal with half the number of unpaid suppliers – average 2.5 min per invoice * The Institute of Finance and Management’s research in 2010 established that it costs an average of $10.58 to process a PO invoice; time to reach costs savings each month calculated on the basis of a company with 10 approvers with each having 50 invoices per month to approve and an implementation of Zetadocs by a Microsoft partner taking 2 days charged at $1000/day Δ Feature planned for a future release of Zetadocs Payables Approval