connectingap automation to your erp system connecting ap automation to your erp system
TRANSCRIPT
Connecting AP Automation to Your ERP System
• Introductions• Why Connect AP
Automation …• What Data to Connect• How to Connect• Q & A
Agenda
Asking Questions – Getting Answers
In the join.me tool bar click the “Chat” icon
Enter you question or comment in thechat window and press “Enter”
Introductions
Jon Titel• Chief Technology Officer at
iPayables• Been connecting systems
for over 18 years
AP Automation• Any system that
automates a portion or all of the Account Payable Process – namely capture, workflow, payments and reporting
in·te·gra·tionan act or instance of combining into an integral whole.
Why Connect?
• ERP or AP Systems are a big investment and should remain the “Source of Truth” for corporate data
• Synchronize changes in the ERP with the AP Automation System
• Combine data from multiple systems into a single front-end
• Distribute data from a single front-end to multiple systems
Vendor Master
• Ensure AP Automation System has current vendor data – Name, Address, etc.
• Provide important Invoicing Parameters – Payment Terms, Business Units, etc
• Provide control parameters – invoice template, dynamic discounting options, etc
Invoice Extract
• Provide a channel for Invoices into the ERP or Accounting system from the AP Automation system
• May instead feed other systems such as internal workflow.
Invoice Status/Check Register
• Provide feedback on the invoice processes internal to the ERP system
• Provide remittance or other payment data
GL Account Validation Values
• Used to drive Account Coding during workflow and approval
• Can consist of a variety of distribution fields• GL Account • Cost Center• Project• Location• Etc.
Purchase Order
• Used in the Invoice Creation and Match Process
• PO data can be used to drive workflow or other processes
• Can include PO related documents• Receiving• Acknowledgements• Advance Ship Notices
User/HR
• Used to control access to the AP Automation system
• Can be used to drive workflow and final invoice approval
How?
• The Holy Grail• The Next Best Thing• Steps…
The Holy Grail
Behold – the ADAPTER• Great option for on-premise, installed ERP
systems – Dynamics GP, Sage, etc• Handles all aspects of Integrations• Data Import/Export• Connectivity to AP System
• Not a great fit for Cloud Based • Not a great fit for larger ERP systems• SAP• Oracle• PeopleSoft
The Next Best Thing
“You have customers with _____ ERP?”• Answers basic “Will this work?” question• Can provide some insight into approach• Usually does not lead to “drop in”
integration – still takes some effort to handle in’s and outs
Steps
1. Pick your format2. Pick your connectivity3. Test…Test…Test
Pick Your Format
• EDI • Many ERP have built in support for main
data types (Invoice/PO/Remittance)• Not a great fit for Account Distribution
data• Not a great fit for supporting data
(Vendor, User)• If you have EDI experience use it –
otherwise not the best first choice.
Pick Your Format
• CSV• CSV doesn’t have to use “commas” –
pick a delimiter that makes sense• Good format for straight forward
outbound data (Vendors, Accounting Codes)
• Not as straight forward for some complex data such as full invoices, purchase order but can be made to work
• Not as flexible as XML
Pick Your Format
• XML (<tag>data</tag>)• XML is very flexible• Easy to read• Can be bulky (lots of extra text)• Good XML tools make life easy – hand
programming can be problematic
Pick Your Connectivity
• Security, Security, Security• Secure FTP (FTPS/sFTP)• HTTPS (Web Services/AS2)• VPN
test..Test..TEST
• Connecting two systems can tricky• Be ready to adjust as testing reveals
additional needs/changes in the interface• Make sure that the data being passes ends
up where it should and results in the behavior you want
• A good AP Automation solution should cover any gaps you have in the interface.
Not One and Done
• Integrate what you need to get started and add connects as it makes sense
• Only automate what is necessary• Connecting to a centralized front end can
ease ERP migrations or other internal system work
• A centralize front-end can connect multiple systems into a seamless experience for end users
Asking Questions – Getting Answers
In the join.me tool bar click the “Chat” icon
Enter you question or comment in thechat window and press “Enter”
Connecting AP Automation to Your ERP System