Effortless Invoice Handling for HighTech Companies

Invoice handling for HighTech

[Music] with on base you can seamlessly integrate workflow processing and document management into your accounts payable solution on the front end Brainware for invoices captures and extracts data from invoices and then invoices automatically flow into on-base for workflow processing and this example you can see I have invoices that have been posted into the ERP invoices that need coding and approvals and invoices that need exception handling and the pending post queue I have an invoice for Vann ink that went straight through from capture and posted automatically into my ERP I can open up the invoice and I see that my keywords have been updated with a voucher ID this tells me that a transaction has been created in my ERP now I can view the invoice transaction and image from my ERP in this case my ERP is sa P I can see that the invoice transaction has been created and I can view the image of the invoice using an embedded link in my ERP invoices need encoding and approvals have entered into these respective queues here I'll launch an invoice for Tulsa personnel and use a workflow task to launch a GL coding form working side by side with the invoice I can enter my valid GL codes here in my form I'll add one row at the account you unit the line amount the currency and any other data that I need to fill in to complete my GL coding after I provide the appropriate coding I'll save the form and use another task to send the invoice on for approvals now let's talk about approvals in this example notice the invoice for Tulsa personnel is sitting in the awaiting approvals queue switching roles I'll play the role of Cyndi Smith who will approve her invoice through Microsoft Outlook here in Outlook cindy has received a notification telling her an invoice has been received and it has instructions on approving the invoice in this case Cindi can see her workflow tasks on the right if she chooses she can view the invoice and once she has reviewed the invoice she can simply click on the approval task to approve her invoice and move it on to any additional approvers now let's move on to exception handling in this scenario I have an invoice where the line items from the invoice didn't pair to the peel lines in my ERP here I'll use a task to launch a form and once I had the form displayed I can see all the peel line items here in the grid and I can see that the first line of the invoice did not pair successfully because it doesn't show a line number this tells me that I have to look up the data in the ERP and so without leaving on base I'll click on the magnifying glass where I can query the ERP data and choose the line item which matches my invoice line item thus completing the lion pairing I can save this and then move it on to a queue or I can attempt to post this into my ERP from a reporting perspective an AP clerk or processor has full visibility in where all the invoices sit in the workflow here on the right I have a shortcut to my ap invoice processing report once it's launched several graphs and details make up my report starting at the bottom of the grid you can see all the invoices in workflow and its respective status reflected here in the queue name on the pie graph I can filter my results to the specific workflow queue in question here I'll choose purchasing line item matching I can interactively launch the results by double-clicking on the invoice selection and view the invoice if I need to take any action or complete any tasks on the invoice in summary reports are configurable they're interactive and in the AP world some common examples of other reports include accrual reports user productivity reports and even vendor reports finally we'll end today's demo by searching for invoices and related documents in on-base here's a shortcut to a search when I launch the search I can search by any of these keywords defined here now let's say that we're going through an audit and an auditor requests a certain set of invoices for demo purposes I'll leave my search open-ended and now I can see the document types that make up my ap process I can filter my results by document type so if I choose a PPO invoice I'll only see my Pio invoices here's all the invoices that fit that document type and I can further filter by choosing the vendor name now that I have my results needed I can share these documents to my Auditor by right-clicking and choosing send to and here you can see I have options for emailing the invoices I can print the invoices and I can even save these to file to share with my Auditor so with on-base workflow reporting and searching are all features that can enhance and automate your accounts payable solution