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Basware invoice processing for IT

welcome to basswear invoice automation this presentation will show you how to automate your invoice handling process with bassware solutions basswear solutions offer your business the benefits of time and cost savings through automation and increased business process efficiency control over your entire purchase to pay process and compliance through full transparency and finally agility with fast implementation times and easy adaptation to changes basswear's enterprise purchase to pay product suite consists of both password procurement and invoice automation solutions focusing on invoice automation the goal is to automate the entire invoice handling process and use manual intervention only for exceptions handling comprehensive rules-based five-way matching ensures that invoices are automatically transferred to payment and paid only when the invoice matches an approved purchase order or contract and the goods have been received invoices without purchase orders are automatically passed along for exceptions review and approval look to basswear the leading provider of complete enterprise purchase to pay solutions we offer highly dynamic and adaptable applications that can complement your existing enterprise resource planning system functionality and automate both business and user specific processes basswear's invoice automation solution provides you with fast return on investment maximum value from your existing investments thanks to our out of the box compatibility with numerous systems and versions rapid implementation and safe roll out with composite applications easy deployment and adaptation to process changes flexible multilingual support for a large number of users built-in best practices to help establish next generation multi-functional accounts payable or financial shared service center capabilities with basswear you can achieve complete end-to-end automation as the name implies automation is the key to successful invoice automation when most of the process is automated the invoice workflow is only needed for exceptions handling where incoming invoices cannot be matched to an approved purchase order or contract now let's take a closer look at how you can automate your invoice processing using basswear's invoice automation solution with the basswear invoice automation process your invoices can be received in either electronic or in paper format electronic invoices are received automatically into the bassware invoice processing system paper invoices on the other hand are first scanned to capture the invoice data once invoices are in the bassware invoice processing system basswear's matching module automatically checks to see if they correspond to a valid purchase order or contract if a matching purchase order or contract is found and all required details are in place the invoice is automatically transferred for payment please note that when performing this matching function baseware invoice automation supports matching at both the header and line item level in this scenario no invoice workflow is needed because the approval of the original purchase requisition or contract becomes in effect the approval of the resulting invoice all relevant coding as well as the audit trail information is copied automatically from the requisition or contract to the invoice data in cases where an invoice does not match an existing purchase order or contract password automatically sends the invoice to the first person designated in the invoice approval workflow once the approval workflow is complete the invoice will be transferred to payment next we will examine how this invoice workflow process operates to support the invoice exceptions workflow when an invoice does not match a purchase order or contract the system provides a powerful exception workflow coding can be accomplished before during or after the workflow and is performed by accounts payable personnel or a designated invoice reviewer or approver for ease of use the invoice image and all invoice data and history are presented on a single screen as part of the workflow process the system requires that these invoices be posted reviewed and approved before transferring them to payment note that if this review and approval step is not performed the system will flag invoices that still require accounts payable personnel attention for purposes of notification when handling invoice exceptions the system sends the end user an email message from every process step with a request to review or approve the invoice this email includes a link to the invoice when the user clicks the link the invoice processing system is open to display the invoice in question as shown here this display enables the user to perform invoice coding review and approval through a simple to use interface and to further streamline the workflow process all necessary information for invoice review or acceptance can be easily accessed and managed from a single screen for example you can easily code invoices by using predefined coding templates or by manually adding the codes using a selection list such as this display shown for verification and tracking purposes basswear invoice automation maintains an audit trail of every invoice handling process step the approval step is password protected and enables you to define detailed approval rights based on criteria such as cost centers or projects basswear offers you the flexibility to pre-define the invoice approval workflow or enable end users to choose the next recipient you can also designate the number of users needed to approve an invoice and in those instances where an approver is not available the invoices can be automatically redirected to a backup person for workflow handling this invoice automation system also provides you with a personal archive for easy access to all of your invoices so you can query them whenever you need to and to support your work efforts on the go you can now use basswear mobile client to accept invoices on your mobile device this versatile easy to use interface is supported by most new mobile business phones as a final step in the invoice automation process this solution transfers invoice data to your erp or financial system once the transfer has been completed you can direct the invoices to be automatically archived to any archiving or content management system that you may be currently using basswear integrates with over 180 different erp and other business support systems as part of the basswear invoice automation solution you also receive a variety of online tools that can be used by your accounting department to monitor invoice transactions and control the end-to-end process for further support basswear solutions come standard with a wide range of built-in reports for the invoice automation process for example with a few mouse clicks you can display a comprehensive cash management report another click and you can access a report such as the one shown here that provides details on your company's top 10 suppliers beyond reports the invoice automation process can also be measured and further enhanced using basswear's key performance indicator reporting tool this tool consists of over 100 built-in key performance indicators this presentation has shown you how to automate your invoice handling process with the basswear invoice automation solution basswear solutions offer the benefit of time and cost savings with efficient automated processes and the ability to track your spending and control your purchasing costs these solutions fully support your process control and compliance needs with a complete audit trail of every process step versatile reporting functions as well as powerful control of user and approval rights finally basswear solutions brings you agility to rapidly implement a packaged solution in six to eight weeks and quickly adapt to changes as needed this agility is made possible thanks to our parameterization and seamless integration with over 180 erp systems that concludes this presentation we thank you for listening