newgen document processing services account payable process

Newgen

Document Processing Services

Account Payable Process

Account Payable Process Current Pain Areas

Newgen Solution

Purchase Order (PO) is raised to a supplier for Operational

supplying any raw material by the respective �Lack of monitoring and control over the

purchase department at the client’s manufacturing Accounts Payable process

base. The PO has information like the item code, �Delayed release of payments to suppliers

supplier code, quantity etc. Supplier based on the resulting in lack of supplier confidence

PO delivers the raw materials at the materials �Untimely receipt of invoice information from

department based on the purchase order. This branch office to HQ

information is captured on the Proof of Delivery �Introduction of human errors in the process due

(POD) document. The details of the delivered raw to high volume of physical documents

material like P.O. number, item code, supplier code, �Physical records management becoming

quantity etc are entered into the ERP. Based on the cumbersome and time consuming

invoice cycle the supplier then presents the invoice �Audits trails for query resolution from supplier

for accounts receivables to the accounts becoming impossible

department of the client at their respective �Difficulty in monitoring status for invoice in

branches. This invoice is accompanied by other process

documents like gate pass and certificate from �Accounting errors resulting in non-conformities

materials department head. during external audits

�High capital expenditure, hence high cost of

A process called as a 3-way match, is used to verify operations

the invoice submitted by the supplier. Data from �Multiple vendors management

Invoice, P.O. and the data entered in ERP are �Lack of quality in processes

verified for concurrency. Checklist validation is

done on the basis of all the entries across all the Deployment

branches. Checklist includes validations like �Hardware cost

�Verification of presence of bill date and signature �Product & Licenses cost

on the PO and invoice �Connectivity cost

�Validation of matching of supplier code, rate, qty �Hosting cost

on the PO and invoice �Management cost

�Validation of information entered from the POD

the PO in ERP

Newgen will take complete ownership of the

Accounts Payable process and provide an end-to-

Solutions for Business Process & Content Management

end solution. Newgen’s proven Omni product suite modification the Work-items are re-routed to the

is deployed at the client’s location or Newgen Invoice Check work-stage.

location or Third Party location for providing end to

end services. Newgen’s typical account payable process and

deployment architecture is provided below. The

Following are details of AP process: Newgen solution is very flexible when it comes to

The invoice and other accompanying documents refining the process based on specific needs of the TM

are scanned using OmniScan and are introduced client:

into the accounts payable workflow at the

Introduction Work-step. These invoices are called Newgen offers the following models for its as Work-items. Work-items after the introduction services:Work-step are routed to the Enrollment Workstep

where the user will enter the enrollment data. Model 1Work-items are then routed to the Invoice Check Newgen: Server, PC, Scanners, Software Work-step where the verification of uniqueness (Scanning, BPM, DMS, Extraction etc), Storage, based on Invoice number, Invoice date and Supplier Process, Integration with existing system, Hosting, code for each Work-item takes place. If the Work- Record Management, Operation Managementitems are not unique, based on the criterion Client: Space and other infrastructure like power,defined, the Work-item is routed to the Correction UPS, furnitureWork-step. A unique Work-item is routed to the

Data Entry Work-step. A user at this work-step is Model 2authorized to raise exceptions for deviation incase Newgen: Server, PC, Scanners, Software of discrepancies. Based on the discrepancies the (Scanning, BPM, DMS, Extraction etc), Storage, user can route the Work-items to the Enroll Modify Process, Integration with existing system, Hosting, Work-step. After the Completion of enroll Record Management, Operation Management,

Newgen Offered Business Model


Typical Account Payable - Flowchart

Space and other infrastructure like power, UPS, other AP documents

furniture �Rule based approval & routing

Client: Nil �Real time integration with ERP

�Email integration with ERP

Model 3 �End to End tracking of all transactions

Newgen: Scanners, Process development, �Auto duplication of invoice checks

Integration with existing system, Operation �Exception handling

Management �Scanning of documents (related to AP)

�Payment details capturing back in systemClient: Server, PC, Storage, Software (Newgen’s

�Audit TrailScanning, BPM, DMS, and Extraction), Hosting,

Record Management, Space and other

infrastructure like power, UPS, furniture

�Total ownership of process

�End-to-End Service Provider

�Reliable Quality Delivery�Reduces TCO i.e. Minimal or no Capital

�Security Compliances with Global Benchmark.expenditure

�Focus on Statuary Compliances.�Highly sophisticated delivery process, Hence

�Use of technology to provide continuous process reduces TAT

improvement.�Newgen will use its state of art proven Capture,

�Capability to process more than 2 million BPM and DMS software to improve quality &

documents in a dayprocesses

�Foolproof DR from day one

�Present in more than 100 cities with ready setupThe Newgen’s BPM suits will be having

following functionalities

�Processing PO & non–PO based invoices and

Newgen’s Key Differentiator

Benefits to Customer


Typical Account Payable - Diagram

About NewgenNewgen Software Technologies Limited is the market leader in Business Process Management (BPM) and

Enterprise Content management (ECM), with a global footprint of 800 installations in over 40 countries with

large, mission-critical solutions deployed at the world's leading Banks, Insurance firms, BPO’s, Healthcare

Organizations, Government, Telecom Companies & Shared Service Centers.

Newgen Software has been positioned in the Magic Quadrant for Business Process Management (BPM) and

Enterprise Content Management (ECM). The company has been recognized by distinguished analyst firms

like Frost and Sullivan as A 'Hot Company to Watch for' in their global ECM Market report, 2009 and by IDC

in its exclusive report “Newgen Software: Global Leader in Business Process Management and Document

Management Solutions”. Newgen is a winner of prestigious awards, such as the CNBC-TV18, “Emerging

India Award 2008”.

With HSBC and SAP investment, Newgen is one of the rare product company to have backing of both

leading financial and technology companies of the world. Newgen’s Quality Systems are certified against ISO

9001:2008 and Information Security Standard, ISO 27001:2005. Newgen has been assessed at CMMi Level3.


Corporate Office

Newgen Software Technologies Ltd.

A-6, Satsang Vihar Marg,

Qutab Institutional Area,

New Delhi - 110 067 INDIA

Tel: +91-11-4077 0100, 2696 3571

Fax: +91-11-2685 6936

Email: [email protected]

US

Newgen Software Inc.

1364 Beverly Road, Suite 300

McLean, VA 22101

Tel: +1-703-439-0703


UK


68 Lombard Street,

London EC3V, 9LJ

Tel: +44-207-868 1736

Mobile: +44-78154 96669


UAE


YI 46, PO Box 120586

Sharjah Airport International Free Zone

Sharjah, United Arab Emirates (UAE)


Website:

Blog:

www.newgensoft.com

http://blog.newgensoft.com/