rentalman document management for procure to pay
Post on 30-Mar-2015
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RentalMan Document Management
For Procure to Pay
Purchasing Process
Buyer fills out Purchase
Request online
Buyer fills out Purchase
Request online
Purchase Request is routed to manager for
approval
Purchase Request is routed to manager for
approval
Manager gets notified and
approves Purchase Request
Manager gets notified and
approves Purchase Request
Approved Purchase Request
is routed to Purchasing
Approved Purchase Request
is routed to Purchasing
Buyer enters Purchase Order in
RentalMan
Buyer enters Purchase Order in
RentalMan
Purchasing Process
Buyer enters Purchase Order in
RentalMan
Buyer enters Purchase Order in
RentalMan
Formtastic creates PO
form
Formtastic creates PO
form
PO form is filed into
IntelliChief
PO form is filed into
IntelliChief
PO is Faxed / Emailed / Printed to
Vendor
PO is Faxed / Emailed / Printed to
Vendor
Purchase Order is available for viewing from Purchase Order
Inquiry
Purchase Order is available for viewing from Purchase Order
Inquiry
Stored PO can be Faxed/Emailed from
IntelliChief
Stored PO can be Faxed/Emailed from
IntelliChief
Fax
IntelliChief DB
Purchasing Process
Buyer enters Purchase Order in
RentalMan
Buyer enters Purchase Order in
RentalMan
Formtastic creates PO
form
Formtastic creates PO
form
PO form is filed into
IntelliChief
PO form is filed into
IntelliChief
PO is Faxed / Emailed / Printed to
Vendor
PO is Faxed / Emailed / Printed to
Vendor
Purchase Order is available for viewing from Purchase Order
Inquiry
Purchase Order is available for viewing from Purchase Order
Inquiry
Stored PO can be Faxed/Emailed from
IntelliChief
Stored PO can be Faxed/Emailed from
IntelliChief
Receiving enters shipment into
RentalMan
Receiving enters shipment into
RentalMan
Receiving Process
Freight arrives to be received
Freight arrives to be received
Print Receiver with Formtastic
barcode
Print Receiver with Formtastic
barcode
Packing List, BOL, etc. are put behind receiver
document
Packing List, BOL, etc. are put behind receiver
document
Receiving documents are
scanned
Receiving documents are
scanned
Receiver and supporting documents (packing list, BOL, etc.) are sent to inbox in AP
Receiver and supporting documents (packing list, BOL, etc.) are sent to inbox in AP
Receiving Process
Receiving enters shipment into
RentalMan
Receiving enters shipment into
RentalMan
Freight arrives to be received
Freight arrives to be received
Print Receiver with Formtastic
barcode
Print Receiver with Formtastic
barcode
Packing List, BOL, etc. are put behind receiver
document
Packing List, BOL, etc. are put behind receiver
document
Receiving documents are
scanned
Receiving documents are
scanned
Receiver and supporting documents (packing list, BOL, etc.) are sent to inbox in AP
Receiver and supporting documents (packing list, BOL, etc.) are sent to inbox in AP
Receiving Process
Receiving enters shipment into
RentalMan
Receiving enters shipment into
RentalMan
Freight arrives to be received
Freight arrives to be received
Print Receiver with Formtastic
barcode
Print Receiver with Formtastic
barcode
Packing List, BOL, etc. are put behind receiver
document
Packing List, BOL, etc. are put behind receiver
document
Receiving documents are
scanned
Receiving documents are
scanned
Receiver and supporting documents (packing list, BOL, etc.) are sent to inbox in AP
Receiver and supporting documents (packing list, BOL, etc.) are sent to inbox in AP
Receiving Process
Receiving enters shipment into
RentalMan
Receiving enters shipment into
RentalMan
Freight arrives to be received
Freight arrives to be received
Print Receiver with Formtastic
barcode
Print Receiver with Formtastic
barcode
Packing List, BOL, etc. are put behind receiver
document
Packing List, BOL, etc. are put behind receiver
document
Receiving documents are
scanned
Receiving documents are
scanned
Receiver and supporting documents (packing list, BOL, etc.) are sent to inbox in AP
Receiver and supporting documents (packing list, BOL, etc.) are sent to inbox in AP
Payables Process
Faxed invoices are electronically
captured
Faxed invoices are electronically
captured
Emailed invoices are digitized
using Capture Driver
Emailed invoices are digitized
using Capture Driver
Mailed invoices are scanned and
digitized
Mailed invoices are scanned and
digitized
Invoice is electronically
routed to proper inbox
Invoice is electronically
routed to proper inbox
If approval is required, AP can
forward to approver
If approval is required, AP can
forward to approver
Invoice is entered into RentalMan
Invoice is entered into RentalMan
Invoice is re-indexed into
IntelliChief and matched to related
documents
Invoice is re-indexed into
IntelliChief and matched to related
documents
Payment is made via ACH of laser
check created using Formtastic
Payment is made via ACH of laser
check created using Formtastic
Check is filed into IntelliChief and matched with
related documents
Check is filed into IntelliChief and matched with
related documents
Payables Process
Faxed invoices are electronically
captured
Faxed invoices are electronically
captured
Emailed invoices are digitized
using Capture Driver
Emailed invoices are digitized
using Capture Driver
Mailed invoices are scanned and
digitized
Mailed invoices are scanned and
digitized
Invoice is electronically
routed to proper inbox
Invoice is electronically
routed to proper inbox
If approval is required, AP can
forward to approver
If approval is required, AP can
forward to approver
Invoice is entered into RentalMan
Invoice is entered into RentalMan
Invoice is re-indexed into
IntelliChief and matched to related
documents
Invoice is re-indexed into
IntelliChief and matched to related
documents
Payment is made via ACH of laser
check created using Formtastic
Payment is made via ACH of laser
check created using Formtastic
Check is filed into IntelliChief and matched with
related documents
Check is filed into IntelliChief and matched with
related documents
Payables Process
Faxed invoices are electronically
captured
Faxed invoices are electronically
captured
Emailed invoices are digitized
using Capture Driver
Emailed invoices are digitized
using Capture Driver
Mailed invoices are scanned and
digitized
Mailed invoices are scanned and
digitized
Invoice is electronically
routed to proper inbox
Invoice is electronically
routed to proper inbox
If approval is required, AP can
forward to approver
If approval is required, AP can
forward to approver
Invoice is entered into RentalMan
Invoice is entered into RentalMan
Invoice is re-indexed into
IntelliChief and matched to related
documents
Invoice is re-indexed into
IntelliChief and matched to related
documents
Payment is made via ACH of laser
check created using Formtastic
Payment is made via ACH of laser
check created using Formtastic
Check is filed into IntelliChief and matched with
related documents
Check is filed into IntelliChief and matched with
related documents
Payables Process
Faxed invoices are electronically
captured
Faxed invoices are electronically
captured
Emailed invoices are digitized
using Capture Driver
Emailed invoices are digitized
using Capture Driver
Mailed invoices are scanned and
digitized
Mailed invoices are scanned and
digitized
Invoice is electronically
routed to proper inbox
Invoice is electronically
routed to proper inbox
If approval is required, AP can
forward to approver
If approval is required, AP can
forward to approver
Invoice is entered into RentalMan
Invoice is entered into RentalMan
Invoice is re-indexed into
IntelliChief and matched to related
documents
Invoice is re-indexed into
IntelliChief and matched to related
documents
Payment is made via ACH of laser
check created using Formtastic
Payment is made via ACH of laser
check created using Formtastic
Check is filed into IntelliChief and matched with
related documents
Check is filed into IntelliChief and matched with
related documents
Payables Process
Faxed invoices are electronically
captured
Faxed invoices are electronically
captured
Emailed invoices are digitized
using Capture Driver
Emailed invoices are digitized
using Capture Driver
Mailed invoices are scanned and
digitized
Mailed invoices are scanned and
digitized
Invoice is electronically
routed to proper inbox
Invoice is electronically
routed to proper inbox
If approval is required, AP can
forward to approver
If approval is required, AP can
forward to approver
Invoice is entered into RentalMan
Invoice is entered into RentalMan
Invoice is re-indexed into
IntelliChief and matched to related
documents
Invoice is re-indexed into
IntelliChief and matched to related
documents
Payment is made via ACH of laser
check created using Formtastic
Payment is made via ACH of laser
check created using Formtastic
Check is filed into IntelliChief and matched with
related documents
Check is filed into IntelliChief and matched with
related documents
Payables Process
Faxed invoices are electronically
captured
Faxed invoices are electronically
captured
Emailed invoices are digitized
using Capture Driver
Emailed invoices are digitized
using Capture Driver
Mailed invoices are scanned and
digitized
Mailed invoices are scanned and
digitized
Invoice is electronically
routed to proper inbox
Invoice is electronically
routed to proper inbox
If approval is required, AP can
forward to approver
If approval is required, AP can
forward to approver
Invoice is entered into RentalMan
Invoice is entered into RentalMan
Invoice is re-indexed into
IntelliChief and matched to related
documents
Invoice is re-indexed into
IntelliChief and matched to related
documents
Payment is made via ACH of laser
check created using Formtastic
Payment is made via ACH of laser
check created using Formtastic
Check is filed into IntelliChief and matched with
related documents
Check is filed into IntelliChief and matched with
related documents
Payables Process
Faxed invoices are electronically
captured
Faxed invoices are electronically
captured
Emailed invoices are digitized
using Capture Driver
Emailed invoices are digitized
using Capture Driver
Mailed invoices are scanned and
digitized
Mailed invoices are scanned and
digitized
Invoice is electronically
routed to proper inbox
Invoice is electronically
routed to proper inbox
If approval is required, AP can
forward to approver
If approval is required, AP can
forward to approver
Invoice is entered into RentalMan
Invoice is entered into RentalMan
Invoice is re-indexed into
IntelliChief and matched to related
documents
Invoice is re-indexed into
IntelliChief and matched to related
documents
Payment is made via ACH of laser
check created using Formtastic
Payment is made via ACH of laser
check created using Formtastic
Check is filed into IntelliChief and matched with
related documents
Check is filed into IntelliChief and matched with
related documents
Retrieving Documents from RentalMan
x
Retrieving Documents:
BOLPacking ListReceiver RptPO InvoiceInvoice CheckCheck 25
Retrieving Documents- Full Archive Search
Adding Notes:
Benefits and ROI
27
Top Benefits of Imaging and Workflow Solutions
What if the Paper Wasn’t There?
Benefits of Document Imaging Eliminates overpayments and double payments Allows you to take advantage of vendor discounts Ensures the staff is focusing on productive, value-added tasks
instead of shuffling paper Enables Buyers to work on finding better and lower cost
vendors; Receiving to focus on whether the right products were delivered; AP to manage cash flow and pay invoices on time
Get approvals faster and gain better visibility of the process Reduces costs by getting rid of fax machines, pre-printed
forms, filing cabinets, and piles of paper Increases productivity, customer and employee satisfaction
by replacing filing cabinets with easy to use electronic documents
Leverages RentalMan with the new document management interface!
ROI
Cumulative Savings vs. Costs
Total Net Savings
0k
500k
1,000k
1,500k
2,000k
2,500k
Month 1(ProjectKick-off)
Month 2(Implem.)
Month 3(Implem.)
Month 4 (Go Live)
Month 5 Month 6 Month 7 Month 8 Month 9 Month 10 Month 11 Month 12 Month 24 Month 36 Month 48 Month 60
Cummulative Savings
Cummulative Costs
Payback
top related