expert advice on automating accounts payable webinar slide deck
DESCRIPTION
When it comes to accounts payable, chasing down information and approvals can be costly. In fact, the International Accounts Payable Professionals Association estimates that it costs more than $10 for a typical organization to process an invoice. Watch the recording and read the slide deck to learn how Edgewood turned its A/P process around!TRANSCRIPT
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
Armando Ontiveros
Finance & Operations Analyst
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
