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I want to thank you all again for attending today's webinar on square nines purchase-to-pay solution for those of you unfamiliar with square 9 we are the developers of the award-winning document management software that drives increased productivity across all business applications we're glad you could join us this afternoon and hope you learn a little bit more about our solution and how Square 9 can help streamline process performance in your business today we are going to take a look at some advanced enterprise management tools with specific focus on the accounts payable process within organizations our purchase-to-pay solution can accommodate any organization looking to reduce data entry and overhead expenses by a streamlined process real-time solution that will have an immediate impact on your accounts payable processing if you'd like to know more information about our purchase-to-pay solution you can simply come to our website here go over to solutions and click on purchase-to-pay it will take you directly to a youtube video with the direct link so you can have more information just in case there's something that may be covered here or things that may have been missed here that you wanted to have more information on or understand a little bit more detailed how it works or if you'd like to see any of our other data solutions here with squirt with square 9 you can take a look at the other products that we have when it comes to web-based forms hired a retired package or our document management software solution smart search now square 9 purchase-to-pay solution is a comprehensive package of software tools and functionality that delivers automation of purchase order requisition forms expense reports invoice scanning and routing for approval along with AP & GL coding and we feel we can feed all of that high value data to QuickBooks Microsoft Dynamics and many other financial system software's that you may have today I'm going to take you through a few of the process processes and show some examples of how some of the elements work to get they're at square nine we understand that accounting processes vary from organization to that organization and with that we put together a path this package solution that will make the process simpler and easier for your everyday use specifically today I'm going to go over two key processes of automation we're going to demonstrate and show expense report with manager approval in our global forms aspect or global forms component of the participate solution as well as the purchase order requisitioned with three-way matching document routing and invoice approval so let's get started I'm going to click up here at tab to our global forms application I'm already logged in I'm going to go to the purchase-to-pay package as this as the expense report is a two part form with manager approval it's set up in a flow so I'm going to test the expense report flow and show you some key solutions on how we can automate your expense reporting and your accounts payable Department if you issue as scheduled for an expense reports attest here's a square nine expense report up top here you'll notice that we have employee expense report and the second section is for managers now as the employee fills out the expense report you'll notice on the report itself report ID auto populated with unique and a unique identification number the report date auto populated from information and then I have account name and Department as the required fields that are highlighted that must be submitted or must be entered data must be entered before I can submit this form this type of required field helps us to enforce structure and information that must be filled out before the form can be submitted to my manager so as you can see this actually is my expense for with my name manager information and email address it's also a lot a few fields here let's say the account name the test let's say the Department is for sales let's say that we can have a number of fields here where I can add any notes or I can hide this drop down field or show the information that's available from notes when my manager opens up this deform and the next flow set the description field here do you notice I have the ability to type in what the description of my expenses so let's say Hotel what the charge type is so these fields can be dynamic as dropdowns type of heads they can also be merged multi-purpose fields that we can create with the purchase order requisition form as in check boxes of put in accommodation is it reimbursable is it syllable and the amount now this is for one trip I may have additional fields so I can add an additional field here or additional section to continue filling out more descriptions and itemized information about the trip or the expense report I also have the ability to add an attachment or added file for any receipts that may be the mat I may have taken a picture of or scanned in so for example that file here well asked me to choose a file and I'll choose a tiff image from a desktop in my expensive folder can this hotel receipt in at the PDF or uploaded and now there's a copy of the hotel receipt along with the expense report that being submitted now that I can submit this report how you continue and it gives me this message your request is being processed this message can be customized to any specific instructions or request or information that you would like to appear in this section so that's the employees part of the purchase of pay requisition form now I'm going to log out and log back in as the manager to show you how the approval process works and the information has been filled out by the employee as the manager gets an email notification that they have a new expense report that they need to approve decline or reject as you can see here as I log in as a manager I now have an expense report in my task list and as an approval process with the route with the document routing of the expense report in your task list you have some additional functionality the ability to refresh other inbox items for other documents or approval processes or form flows that we may have associated with that manager being able to approve other different types of documents for processes in other parts of the business actually what's a recent and then they can do a search on any of the tasks that have been submitted any of the information that has actually been waiting for approval for a manager or anything that's been requested or denied so I'll open this up and perform this task as a manager but as you can see it opens me directly into the form as the manager like it's my email notification it brings me in to the information that's been entered by the employee I can review it and now another section here specifically for my approval so I'm going to decide to approve this and you notice now that my signature is required highlight the field that is required but I cannot finish the form or reject it until I apply that signature again with the required fields we're allowed we have the ability to reports means those rules so that we bring structure to how your documents are submitted so I'll sign electronically I'll apologize in advance for my signature we now have the ability to finish this out and still work the expense report into a repository such as Smart Search if necessary so keep in mind that once the request has been can submit it we can't send email notifications to the manager that they have a new expense report to review but that was a brief look at the expense report flow process from a 2-part individual management style or process flow where you have the employee that fills out the expense report and then once they're finished it routes to the manager for approval then the documents can be stored in a central repository like Smart Search next we're going to go over the purchase order requisition with 3-way matching and document routing and invoice approval so I'm going to start this process by going through the automation of the purchase order requisition and simulating or showing the three-way match now as 49 we understand that some organizations do not generate purchase orders internally to be submitted and a review before they submit to their vendors and that's okay but if your organization does then this is a great solution for you I'm also going to go through the process of matching the purchase order in the packing slip to the receipt and the invoice for approval routing now as I'm going to walk through the request being generated I'm going to show you how we can create and tailoring a specific purchase order requisition form to your organization's requirements fill out fields have those fields repeating at table fields and then take that line item extraction or extract the line item data once the invoice is ready to be posted so for this I'm going to log back in as my user account go back to the purchase-to-pay order requisition and now I'm going to fill out a purchase order requisition form so as you can see we have a custom formatted or tailored purchase order requisition form for the smart search which were nine softworks purchase order process so I filled out the new purchase order number or we can want this number to automatically generate and being a unique identification number on a form load we can write those business rules to have that type of form automation created on the form itself so I tabbed you notice that the vendor name the brew shop is automatically filled out and now I can continue to fill out some of my first order requisition information such as the purchase order date the requisition or name what's being shipped by terms and then the quantity information for the orders the products that I want to order from the vendor just like the quantity and then I'll use the part number which we have typed or an inventory list to fill out the description and the unit price because I want to order more products but simply add an additional line item to the purchase order take the information from my inventory of the unit price and description select the field now this table field can scroll to 1015 an unlimited number of actual products and part numbers that you would like to order but for this demonstration purposes we have to set here at 5 but if you want to add additional line items you have the capability with powerful and robust tools with the first order requisition form as you can see it total my purchase order amount and I have the ability to approve this now or let's say within your organization you send this to an approval process for a manager to prove all purchase order requisitions in that case I'm just going to hit the submit button and once I submit this the purchase order requisition form is going to go into my document repository of Smart Search which will help facilitate when the products have been delivered the packing slip will receive for delivery of those products can be matched against the purchase order and when my vendor the brew shop sends the invoice for the perfect for the products to be delivered of paid we can match those documents up together and route those for invoice approval and then pushing that information if necessary into our accounting software I'll submit this you notice a different message pops up from my submission of post in my expense report report and now my document will go directly into the repository of Smart Search now as I demonstrate the three way match process I'm going to use your imagination or ball your imagination to describe and fast forward a week or so on the calendar just to explain how this process would work within your organization so let's say it's a week later and we received a packing slip from the warehouse and the receipt from the vendor has been sent to you toward the end voice to each biue and by email once those documents come into smart search you notice here I have my purchase order with my information filled out I'll open this purchase order from the global form that was submitted with all the data maps fields to the index archives will have an additional field here for the cost center we'll make sure I send it to the sales department I can also enter in the vendor email address or any description notes at my leisure if I would like but for this demonstration we're just going to continue to move along with the document but I'm the manager and I want to approve this document or if I want to sign this document as it's been authorized I can use annotation to highlight information that's key on the document I can also use that to sign so an electronic signature that I can apply as a manager that says I authorize this document where I authorize this purchase order to be submitted for the vendor electronic signatures and Smart Search are simple and easy and they also have another key component that's critical to the native format at the document with my signature I can actually burn the image in of my pre formatted signature image and burned that in and now it's native to the document and cannot be removed which is all a sign and you Eata compliant so now that I've burned the signature in its permanently on the document cannot be removed so my purchase order has been submitted in the Smart Search from the electronic form now that I filled out the cost center of sales that I want to direct it to and the other information we're going to fast forward a week with the packing slip and the vendor invoice that have been submitted to our organization that can be filled out now utilizing fantastic component of keep free indexing or manual data entry highlight the two documents let's say I'll set this up for the packing slips now if these documents have been scanned in or submitted electronically via email now I have all the corresponding documents I need to approve or pay the invoice or route the invoice for documented for approval for payment so I can index this information manually but if I've missed type or misspelled this information it may get filed away properly or it may not match up to the corresponding fax purchase order and vendor invoice that's necessary to make sure that the approval process is simple and efficient so I'm going to use key free indexing to simply point and click on the data that I need and quickly index the information on this document t3 indexing is a fantastic component that's native within smart search that you can use to quickly verify point and click on information and also they'll allow you the ability to reduce any of that data manual data entry and human error when it comes to filling out documents or tagging the information that smells critical on your documents in the accounting process I also use a component here called data exchange and because I have previously entered information from my purchase order I can do an internal database lookup to grab certain field information for the packing slip or the vendor invoice for example as I click on data exchange I'll be allowed to pull some of the index fields from my purchase order as you can see it's filled out the vendor name of the brew shop it sells out the purchase order date and the cost center that's essentially a drop-down list now I have a date of delivery or receive the goods that's different from my purchase order date and then last but not least I'll just take the address as another index field that we identified with critical to how we want to process our documents now it's moved me along into my vendor invoice well my index fields correspond for the packing slip but this is a vendor invoice I'm going to switch that archive on the fly and route that document to the nested archive that it needs to remain in I'll send it to sales now I'm still it within key free indexing and I want to grab additional information index away the invoice that I received via email and I brought in the Smart Search invoice number the invoice amount matches my purchase order the line item extraction line item detail matches the number of quantity and items that we ordered also do the invoice date as soon as the products were shipped or received the invoice was sent send it to a cost center as sales and because I'm approving this process outside the status of pending now key free indexing has another excellent quality feature with the ability to grab line item quickly grab line item table data in a fast and efficient way that continues to reduce that manual entry or any data information that may be improper when you're matching an invoice to a packing slip or a purchase order I'll click here on part number and I'll grab some of the information from the invoice those are my part numbers here's the quantity here's my description unit price and extended amounts so now as I want to appropriate this to the right expense account my Geo codes or AP approval vendor codes can be set as again drop-down table fields or type-ahead fields and my accounting software to make sure that when the check is cut or posted for payment then it goes to the appropriate Department or a appropriate expense account sorry now that all of my documents have been brought in the smart search I've received all of the products that I ordered from the purchase order position order from my vendor the vendor has also emailed me my invoice to be paid now that the documents are together in one central repository that simple and easy to navigate and view I can view all of those documents and automatically route the vendor invoice to the appropriate department sales manager that needs to approve the invoice because I move my documents into the sales invoice into the archive for sales my cost centers of administrative sales and marketing I can view the document status in a tab view for an approval process so as you notice I have pending escalate the ability to approve decline or see if it's a new status document that was just brought in a smart search this document is set as pending and as an email notification goes off to my manager new email has been sent with the link to the document that needs approval so they click on the link takes me into global search where I can approve the document through the web here's my vendor invoice here's my approval action buttons they have the ability to access remotely and here are the line item fields that were previously entered to make sure that the dollar amounts and totals match up at this time we may also want to add some additional information for the accounting department that we want them to know before they post a check on this invoice maybe we have a mandate that we can get a 1% discount if we pay within net 10 days or maybe a 2% discount if we pay within next sighs well the purchase of paying bundle allows you to bring structure to your processes and that type of short pay or early pay discount scenario can be achieved or accomplished through your organization by having the purchase-to-pay suite do you notice within a matter of days I had the purchase order submitted we have the ability to take the invoice that was paper submitted and scanned in i'm started packing slip that was paper submitted asked and in the invoice that was emailed from the vendor for payment all those documents match up together and we can pay the invoice quickly and take advantage of the discount so if I want to send a notice to accounting to let them know check for qualification on the short pay discount you can have that post a note or it have that posted notes set and now approve the invoice keep in mind with the global action workflow engine we also have the ability to send another email notification to possibly the accounting department so that they know to be notified once an invoice has been approved by a managed by the sales department manager and the status is waiting for everything all the information is in a verified and the status is ready for the statement to be posted in the financial software again if your accounting software is QuickBooks or Microsoft Dynamics stage etc we know you have all the data and information streamline to make sure that there is a structure and process with checkpoints and balances that make sure that all of your accounting processes run smoothly and efficiently utilizing our purchase-to-pay purchase order requisition and expense report package Smart Search and square 9 give you that ability to have that streamlined structured smooth efficient process within your organization now this has been a sample of our purchase-to-pay solution and how we can automate your business processes in the accounts payable department using purchased payment we have many many more products that you have the ability to take a look at here on square nine software's home page as well as our solutions videos information workflow functionality integrated solutions etc we also want to highlight that our next webinar will be held on Thursday May 5th and this webinar will take a deeper dive into the benefits of accounting automation by demonstrating square 9 QuickBooks connection solution which integrates smart search with the QuickBooks accounting software application additionally I encourage all end-users and resellers to check out our upcoming encompass conference held in October in the beautiful Clearwater Beach Florida early bird registration is now available for limited time so if you register today the $500 registration fee is waived additional information can be found on our website specifically for encompass at WWN compass conference com here's the home page with information about the agenda education highlights and registration for the conference I want to thank all of you for joining us today and I will have here about 10 to 15 minutes for a Q&A session to answer any questions that you have about square 9 purchased at a requisition package for those of you who would like to discuss the purchase to pay or any other document management solutions in more detail please contact us at our website at wwlp.com taxes form again thank you for your time to have any questions or comments criticisms and concerns that you may have for square 9 on our contact us page which will be directly taken in by our marketing department thank you again for your time today this concludes the webinar on purchase-to-pay solution have a great afternoon