a simpler approach to ap brent kubik, senior account executive paul miller, ecm services senior...
TRANSCRIPT
A Simpler Approach to APBrent Kubik, Senior Account Executive
Paul Miller, ECM Services Senior Engineer
Agenda Goal: Move to Front-End Capture & Workflow
Keep it Simple – Automate Incrementally
AP Workflow Solution Overview
Customer Case Study Panel Bradley Corporation – Existing OnBase User Marion Plywood Corporation – New OnBase User
Audience Q&A
Post Process Capture (paper-based)
Stamp Paper Invoices
Determine Department Responsible
Interoffice Mail to Department
Department routes to Approver
Print Electronic Invoices
Approver Signs and Codes Invoices
Returned to AP via Interoffice Mail
AP Creates Voucher in ERP
AP Files Invoice waiting for Check
Checks PrintedRetrieve Invoice
and Match to Check
Scan Check and Invoice Together
Finally! The Invoice is in
OnBase
Recommendations Directly import e-mail and faxes
> Accomplishes GOAL of no longer printing electronic documents
Scan paper invoices upon receipt> Accomplishes GOAL of making invoices immediately available.
> Accomplishes GOAL of providing visibility into Unrecorded Liabilities.
Use Workflow to Route Invoices> Accomplishes GOAL of automating invoice routing.
E-Forms for GL Coding & Check Requests> Accomplishes GOAL of automating approvals & data entry.
Front-End Capture
Scan Mailed Invoices
Classify & Index Invoices
Workflow Routes to AP Queue
AP Determines Approver
Import E-mail and Faxes
Approver Receives E-mail Notification
Approver Codes & Approves Invoice
Invoice Routed Back to AP
Voucher Created in ERP
Checks PrintedChecks Scanned Into OnBase
Checks and Invoices Linked
Invoice is in OnBase
Import from Email/VPD/Scanner
Document Separation (if needed)
AP Indexing/Review
AP Routes for Approval
Approver Receives E-mail Notification
GL Coding & Approval
Route to AP for Vouchering
Export to ERP from GL Coding Form
Pending Check Queue The documents will remain in this
queue until they are paid.
Import file from ERP with the check & invoice information.
OnBase will auto-process this file and create the cross references.
The invoice will then be moved to the matched queue.
Work In Process Monitoring
Customer Panel Q&A Marion Plywood Corporation – Kelly Rottier, CFO
Bradley Corporation John Zwicki, Division Controller Betty Rogan, AP Kurt Kaestner, IT Director Toni Kreif, OnBase Administrator
Security MicroImaging – Paul Miller, ECM Services Engineer
Future Automation Intelligent OCR
Automated Classification, Separation & Extraction Basic: OnBase Intelligent Capture for AP Advanced: Kofax Transformation Modules
Automated Approval Routing OnBase Approval Management Module
Bi-directional ERP Integration OnBase Enterprise Integration Server (EIS)
Future Automation Mobile Access for iPad/iPhone/Android
Workflow Approvals E-Form Submittals Document Retrievals