How the AP department has been automated _ Paper invoices entering the AP department are now scanned into the IMS (Invoice Management Solution) system. Using Automated Data Capture technologies, the header information, such as invoice total, supplier name, etc, is automatically read from the invoice. The integration between IMS and the ERP then enables this data to be populated directly to register the invoice in the financial system, with minimal manual data entry required. If IMS does not recognise the vendor, workflow automatically sends this as a query to the business user, who can then select whether this is a new vendor to be set up in the ERP or is just a one_off vendor. The integration between IMS and the ERP triggers the creation of the appropriate vendor. This ensures that delays are not created with unknown vendors and speeds up the process of adding new vendors to the finance system. Automatic pre matching: Invoices that are associated with a Purchase Order (PO) are now matched in the ERP within a tolerance. Any invoices that fail to successfully match the PO are automatically routed to the procurer using workflow, for resolution using IMS.
Dealing with this volume in a manual operation was causing several problems. Invoice processing was extremely paper intensive; a considerable amount of time and effort was spent data inputting, chasing paper invoices and filing. It was often difficult to locate invoices and the AP team would waste time contacting the business users to trace invoices. This resulted in a lack of efficiency and a lack of control over the process. There had also been an issue of making a number of duplicate payments.