expert advice on automating accounts payable webinar slide deck

How Technology’s Paperless Initiative unlocked the full potential to automate the AP process in Edgewood ISD

Adam Galvan Director of Technology @EDGEWOOD ISD

• Electronic Forms• Workflow Automation• Online Dashboards

Speakers

Adam Galvan,

Director of Technology

adam.galvanjr@eisd.net

Armando Ontiveros

Finance & Operations Analyst

armando.ontiveros@eisd.net

Accounts Payable Process

Accounts Payable Concerns

‣ Filing Cabinets & Boxes of Paper‣ Limited Storage Space‣ Label Errors & Labels Missing‣ Email Limits – PDF‣ No Accountability‣ No Reports when Vendors Paid‣ Purchasing Approves POs w/No

Support

Accounts Payable Implementation

‣ When and how to backscan

‣ Focus on document retention

‣ Scan documents immediately up receipt

‣ Progression to electronic capture

Accounts Payable Implementation

‣Documents in Perceptive Content‣Ease and benefits‣Cost and space savings

Accounts Payable

End Users Save Reqs & Supporting Documents In Laserfiche Purchasing Approves PO Review Supporting Document Purchasing Moves PO Into Laserfiche Workflow Searches For RS Documents – Attached to Invoice Invoices Entered By Accounts Payable – Fill out Template AP Pending/Complete – Workflow Moves Document Compliance Pending/Complete – Workflow Moves to Ready for

Check Workflow Checks – Searches Vendor/PO Number – Attached Docs Email Sent To End User PO/Invoice Paid

Accounts Payable

Accounts Payable

• Incoming Invoices- All invoices that are stored in the campus/dept. invoice folder are copied into this folder

• Purchasing Pending Folder- Purchasing Dept. submits PO’s in folder. PO is then routed to various folders in Laserfiche

AP Purchase Orders – Purchasing submitted by Requesition, Next Purchasing Dept. are copied into this folder

• AP Receivable/ Checks Reports- Checks are stored in folder and emailed sent to end user – Invoice has been paid

Requisitions Support – End User copies Req & Support into folder

Supporting a Paperless AP Process

‣Patience with Employees‣Provide Plenty of Training‣Staff & Support‣Continual Improvement ‣Encourage feedback from end users‣Keep users engaged‣Document everything!!!

Fun Facts

‣ 7,768 checks as of Sept. 2013 – August 2014‣ 1 check run takes just as long as processing a

normal check run of 300 checks.‣ AP has now moved to 2 check runs a week ‣ As of September, Accounts payable has

processed 37 weekly check runs and 50 additional check runs.

‣ Accounts payable processes 150 invoices daily

Travel Requests and Reimbursements

Travel Form

Travel Form

Travel Settlement

Travel Settlement Workflow

Travel Settlement Workflow

Travel Settlement Workflow

Laserfiche with DashboardsLive Demo

Thank You

Adam.GalvanJr@eisd.net