payable (AP) departments are under increasing pressure to strengthen controls to eliminate costs and increase efficiency of manual processes and time. This can be difficult to achieve if one considers the distributed nature of the AP process. For example, the approval of the accounts is usually at several levels and generates large quantities of documents, which are difficult to manage effectively. In addition, departments face increasing pressure from compliance issues like Sarbanes-Oxley Act to better manage paper-based processes.

As these issues continue to transmit the case for accounts payable automation is growing. By automating the processing of paper-intensive departments can be optimized AP invoice approval and payment. One of the innovative ways organizations is the achievement of this goal by automated imaging and workflow.

With typical imaging and workflow solution, the AP staff able to take pictures of invoices through a system of automatic routing view. Everything from the receipt of an invoice and payment authorization providers documented in the system. The process begins when a supplier’s invoice is received. Paper invoices and related documents are translated into images that can then be accessed by authorized users. The invoices are automatically routed through messages and to support the conditions for the business process. This automated process, step by step, invoices AP the most effective way to ensure the flow of documents has grown steadily.

By eliminating the physical movement of paper documents, the time spent trying to find files, is significantly reduced, leading to increased employee productivity. The system can be established internal controls for each business process, resulting in immediate access to documents, faster approval and low cycle time.

There are many advantages in the use of imaging and workflow in terms of aid increase for the economy AP assigned departments. The solution provides significant management workflow, reduce costs, strengthen internal controls and the general streamlining of the review of invoices and AP approval process. In addition, the internal controls automatic and instant access to documents, eliminating the risk of embarrassment or losing paper, reproduction, or overpaying invoices or payments made late.

Another important advantage of a complete workflow management is that it allows many members of society to work together securely in real time. Since the documents in a central repository, some people are saved, can be given instant access as well, cutting copies, shipping and faxing costs. Improved electronic audit trails can also be very useful, especially during the test ratings.

AP invoice processing can in fact in a “Zero Touch” and the right imaging and workflow automation solution to convert. This means that the PA be able to the dreams everyone goes paperless – no one touch in the department, the paper must

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To create a “zero-touch” process, the provider of the AP department addressed to all invoices centrally located post office box, which is received by the service provided. Provider staff and prepare, scan and index all invoices per day by collecting key data elements such as contact person, name of the supplier invoice number and more.

Once your order into the system, internal controls established by the PA Department in action. An automatic notification by e-mail is sent to each approver informing the person that sent a bill pending consideration. The focus then various options, such as approval of the invoice, routing to another approver, reject or wait for the approval of invoices for later.

Once approved an invoice, it is led to a higher level of approval or liabilities of a final examination. The billing data is then transmitted by EDI in the organization of accounting and payments are regular.

A solution for imaging and workflow in a software-as-a-service charge can be configured notification of duplicate invoices, invoices street create a certain amount of staff to particular, and maintain timers approval and make balancing the workload . Invoice coding in the form of workflow-based Web and disadvantages follows verified and validated, tables accounting system.

There is no software to install, no hardware to manage, not IT infrastructure to support a software-as-a-service solution. Overall, the software-as-a-service professionals AP tighter controls throughout the process is to maintain and pay lower costs. Productivity increases also with the process workflow automation, so departments manage increasing volumes of AP invoices without adding people or reassigning resources.

Audit of Accounts Payable