Electronic Invoicing

Stop the Double Entry

Introduction

• To be presented:

• Technical and high level business processes used to import invoices from auxiliary units’ systems and interdepartmental billing.

• Takeaways: » Understand why we needed this level of automation

» General concepts of how we implemented this solution.

» Understand the time and effort we have saved.

Agenda

• Background: Appalachian State University• Opportunity Knocks• Design• Implementation• Benefits

• One of 16 universities in the University of North Carolina system.

• 18,000 students• 918 full-time faculty• 2,912 full and part-time staff

Opportunity Knocks• Enterprise Auxiliary Units – Previous Process

Opportunity Knocks• Enterprise Auxiliary Units – Desired Process

Opportunity Knocks• Internal Service Auxiliary Units – Previous

Process

Opportunity Knocks• Internal Service Auxiliary Units – Desired

Process

Design

• Goals:

• Meet GAAP

• Easy, quick, accurate

• Expandable

Design - Enterprise

Design - Enterprise

Design – Internal Service• Manual process for department to offer more

flexibility.

• Two choices

• Create a space delimited file, upload the file to Unix server, email AP to process the file.

• Banner Auxiliary Billing form - FZAAUXB

Implementation• Banner Finance requires some set up for each

feed

• Enterprise – most automated – require most IT development

• Internal Service – very little IT development for each new feed

Implementation – Banner Finance Set Up

Implementation – Banner Finance Set Up

Implementation – Banner Finance Set Up

Implementation – Banner Finance Set Up

• FZAAUXB Example with Template:

Implementation - ePrint

• All feeds are archived in ePrint.

Benefits• Over 7 years 473,162 invoices or journal entries

processed.

– Assume 30 seconds for each invoice or journal entry and an estimated time saved is:

• 98 weeks or > 2 years

• Known processing time for AP

• Increased accuracy

• More easily auditable

Summary

• Computers love to work – we should let them.

Questions

Kevin Patterson

828.295.2047

pattersonkm@appstate.edu

Appalachian State University