the three levels of ap automation
Post on 27-Jan-2017
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The Three Levels of AP AutomationLearn Which Option Is Best For You
Presented by: Bill Whalen, Account Manager at RJS Software
• About RJS Software• Business challenges• The three levels of AP automation• Implementation methodology• Q&A
Agenda
• Software developer• Founded in 1990 in Minneapolis• Acquired by HelpSystems in July of 2014• Product focus:
About RJS Software
Paper-intensive, inefficient business processes• Need automated workflow functionality for AP and other processes• Gain new levels of efficiency without adding staff• Eliminate paper processing and reallocate staff to value-added work• Solve issue of processing and distributing paperwork across departments
and locations• Streamline audit preparation and response time• Fully utilize and extend existing IT investments across the company
Business Challenges
ERP and other business systems are not user-friendly• Paper forms and paper documents require data that has to be re-keyed
into business systems• Manual data entry is prone to error• Slows down workflow and decision making• Difficult to process paperwork across multiple offices and between
remote workers• Reduces employee productivity• Negatively impacts customer service
Business Challenges
IT department doesn’t or can’t modify ERP screens • Document imaging not integrated to ERP
AP Department Challenges
PO request process cumbersome and paper based On average, 3.6% of invoices handled by A/P have errors
Cost of manually handling, checking, and processing a paper invoice and cutting a paper check: $8 to $12
Taking advantage of vendor discount offers due to processing time
Matching of receivers and invoices major issue
Cost to reproduce documents for audits or customer research Lack of control during approval process
Visibility of status of invoice process a big need
Increased cost of postage for mailing purchase orders and checks
Average days in payables is too high
Typical AP Paper Process
Intro to Digital Document Management/AP Automation
• Invoices• Purchase orders
• Bills of lading• Proof of delivery
• Statements• Acknowledgements, etc.
Documents are scanned Images are indexed Images are stored in ECM system or
network drive
Intro to Digital Document Management/AP Automation
Three Levels ofInvoice Automation
1. OCR/barcode
2. Application integration
3. Advanced forms processing
Three Levels of Invoice Automation
Invoice
The level of automation is usually dependent on the following:
• Invoice volume• Vendors• Number of AP processers• Percentage of paper to electronic
Three Levels of Invoice Automation
Invoice
Intro to Digital Document Management/AP Automation
OCR\Barcoding
• Statistics about OCR (Optical Character Recognition)• Accuracy is not actually 95%+ as people advertise
• This means that a OCR engine will read 95% of the indexed CHARACTERS, not documents
• A OCR Engine rated at 95% accurate is being used on a 9-digit field. The true accuracy is 69.8% because the engine is reading 95% to the 9th power
• OCR is only as good as print and scan quality• DPI is increased, increasing your storage size
The Challenge of AP Scanning: Template-Based OCR vs. Integrated Scanning
Intro to Digital Document Management/AP Automation
OCR\Barcoding
OCR\Barcoding
Intro to Digital Document Management/AP Automation
Application Integration
1. Windows application processing
2. iSeries (green screen) processing
Application Integration
• What is it? Application integration is a multi-purpose way to integrate into a business application without modifying our customer’s applications.
• When is it deployed? Typically deployed when we can make an operation that would require a user to perform multiple steps into a single button push.
Examples:• I have a document and I want to index it into WebDocs. Windows Integrator can pass
index information from your application screen to Scan Workstation.• I have a document I want to find. Windows Integrator can be set up to read your
application screens and perform launched searches into WebDocs.
Application Integration (Screen Processing)
Windows Application Indexing
Indexes are retrieved for the Windows application and mapped into the index values in the Scan WorkStation with a press of a button on the Windows Integrator Toolbar.
Green-Screen Application Indexing
Indexes are retrieved for the green screen and mapped into the index values in the Scan WorkStation with a press of a function key.
Intro to Digital Document Management/AP Automation
AdvancedForms Processing
What is it?• Document processing and forms automation system
Features:• Captures documents from various sources – scanners, PC files, systems,
email, inbound fax• Extracts data from semi-structured documents• Ability to extract handwritten content• Analyzes OCR extraction confidence and business rules with each
document and batch processed• Users verify documents flagged for exception handling (quality assurance)• External systems are typically integrated to verify and automate indexing
further and other feed data business processes• Integrates with WebDocs
Solution: Advanced Forms Processing
Advanced Forms Processing (OCR)• Capturing paper documents with forms-processing technology• The difference from standard OCR – Fingerprints and Business Rules
Advanced Forms Processing (OCR)
Invoices are scanned
Data verification and validation
Release to WebDocs
Image clean-up, data extraction
þInvoice
1. 2. 3. 4.
Applying the right level of automation to advanced capture
• Basic capture• 1st level of automation and least expensive• Zonal OCR, Click-Capture Technology
• Self-learning• 2nd level of automation used WITH 1st level• Advanced self-learning based on operator input
• Advanced capture• 3rd level of automation used WITH 1st and also 2nd levels• Classification, Splitting, Advanced Extraction, Rules Based Validation
Advanced Forms Processing
OCR Extraction Verification
OCR Extraction Verification
OCR Extraction Verification
Business Rules Verification
Business Rules Verification
Line Item Detail Extraction
Automated: end-to-end solution• PO request process with audit trail• Auto capture info: Extract information from invoice form
without keying• Automated matching of documents: Match PO, receivers,
invoices, and even checks• Workflow for exceptions
Reducing the paper shuffle• Less paper and storage: Copies kept in multiple locations
can be eliminated. This reduces cost for storage and personnel while mitigating risk. Users will also be able to email, fax, view or print without creating multiple copies in multiple locations.
Advanced AP Automation Benefits
Processing efficiency• Your ERP is the core: Your keystrokes within your ERP system feed the
document management database. This standardizes data entry, eliminates redundant data entry, and allows for easy retrieval of data and documents from system.
• Immediate access: Get direct access to documents from ERP or other systems from anywhere, anytime.
• No printing: Electronic documents digitally move through processes and are instantly available from authorized users’ desktops.
Quicker resolution• Manage reviews and approvals: Automated workflow will allow users
to electronically route, review, and approve documents in-process without ever moving a physical document.
Advanced AP Automation Benefits (continued)
Choose the level of document management/automation that best fits your needs!
• OCR and barcode for lower costs, simple document management. Template-based process for each vendor.
• Application integration automate directly from your ERP or line of business application.
• Advanced forms processing to completely streamline the process and cover Non-PO and other exceptions.
Recap
Intro to Digital Document Management/AP Automation
Implementation Methodology“The Phased Approach”
RJS Software projects are divided into discrete phases that permit easy identification of the tasks, dates, and resources within each phase. The start and completion dates of each phase are milestones for communication of the current project status.
Implementation Methodology
Project ManagementSuccessful projects require planning and control. A key part of our implementation process is the planning, staffing, and management of each project. For each project, RJS will assign a project manager. The RJS project manager will be the primary customer contact for the implementation.
Phased Approach• Departmental• Process
Smaller projects are more successful because:• Gets you using the software quicker.• User adoption • Lets you build off what is working• Training
Phased implementation methodology
• A successful project starts with expectation setting• Vendor expectations• Customer expectations
• Solving the current needs today with the future in mind
• Realistic milestones and deadlines need to be set up front
• Departmental or process implementation
Successful Projects
AP Phased Implementation Methodology
WebDocs
Phase 1
The Core
Understanding what it can do for you and your organization is the first step.
How it can organize content? What needs to be captured? Who needs access and to what?
System Generated Content
Phase 2
Capture supporting documentation like AR Invoices, PO D͛s, BOL, Emails etc... from:
Network ERP/LOBS iSeries/Windows Server
User Tools Scan Workstation Workflow/Routing Application Integration
Phase 3
Advanced Forms Processing
Phase 5
Full AutomationSmart AP WebForm
Exit/Trigger Program Automation
Phase 4
Process Streamlining and Integration in to your ERP/LOBS
Smart AP WebForm.
The 5 phases to a successful AP implementation
Intro to Digital Document Management/AP Automation
Question and Answer Time
One-on-one demo/follow-up call
• Schedule live demo• Deep-dive look at available solutions• Answer specific questions about options and how it may
fit your situation
Next Steps
Contact:Bill WhalenRJS Softwarebill.whalen@helpsystems.comor sales@rjssoftware.com+1 888-757-7638
Learn More
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Thank You!
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