1. 1. Register Now: AP Automation for Sage 50 Paperless Invoicing AP Automation for Pegasus Opera
2. 2. Register Now: AP Automation for Sage 50 Paperless Overview Pegasus Opera 1. Suppliers submit invoices 2. Invoices screened for issues 3. Stored securely online 4. Coded online (if required) 5. Approved online (if required) 6. Output file generated 7. Output file imported to Pegasus Opera 8. Post to supplier accounts
3. 3. Register Now: AP Automation for Sage 50 OnePosting Cloud Secure Invoice Management
4. 4. Register Now: AP Automation for Sage 50 Screening Invoices Invoices are from approved sources Bill To is valid All legal requirements are met Invoice number Effective tax date Tax rates/amounts Supplier identified Purchase order present (if required) Computation checks Line totals (quantity * price less discount) Invoice total (sum of all line amounts Tax totals
5. 5. Register Now: AP Automation for Sage 50 Stored Securely Online Stored securely for a minimum of 7 years Accessible online for that entire period Downloadable in PDF format Download and store locally if you wish Print invoice at any time Send a copy to anyone you want Linked with supporting documents, e.g. Delivery Notes (Proof of Delivery) Service Dockets (Proof of Service) Goods Received Notes (GRN) Contracts Reports
6. 6. Register Now: AP Automation for Sage 50 Coded Online Auto-assign GL/Nominal Codes Using a combination of one or more of the following: Supplier Product Buyer Cost Centre/Destination The system learns rules for assigning codes Invoice coding separated from approval Coding can be assigned to finance team OR Other designated people Invoices quarantined until coded Cannot be imported to Pegasus Opera until coding applied Reminders issued when manual coding required Invoices waiting coding monitored
7. 7. Register Now: AP Automation for Sage 50 Approved Online Define manual invoice approval rules Signing limits given to individuals Escalation paths defined when value exceeds limit Customise by supplier (if required) Manually approve anywhere, anytime Any device Any location with Internet access Simple email notification that approval required Alternative login to view anything requiring approval Reminders issued if not approved within agreed time Automated 3-way match IF Invoice = Purchase Order = GRN or POD Automatic approval possible Auto approved invoices included in Pegasus Opera output file
8. 8. Register Now: AP Automation for Sage 50 Output File Generated Approved invoices only in output file Have gone through all validation & approval checks File in standard Pegasus Opera format Use existing functionality to import invoices Pegasus Opera validates file layout before import What about foreign currency invoices? Edit output file in Microsoft Excel Insert exchange rate Save CSV file Import to Pegasus Opera
9. 9. Register Now: AP Automation for Sage 50 Other Key Features REPORTING Invoices:- Waiting approval; overdue approval; quarantined; approved; rejected; waiting coding. ACCRUALS List of invoices received & not approved. Value of invoices not yet approved. DRILL DOWN When viewing an invoice, can drill down to view supporting documentation. Can drill up from documents to invoices. REMINDERS Email notification when approval needed. Reminders auto-issued to get approvals. Escalation to finance if not approved. INVOICE QUERY Categorise & submit queries to suppliers. Permanent record kept of query & its resolution which can be viewed online. MULTI-COMPANY Supports multiple companies and departments.
10. 10. Register Now: AP Automation for Sage 50 Cloud Summary Enterprise-grade solution available for Pegasus Opera Accessible anywhere, anytime, any device Automated or manual invoice approval Fast online invoice search & retrieval
11. 11. Register Now: AP Automation for Sage 50 Pegasus Opera No software changes
12. 12. Register Now: AP Automation for Sage 50 Pegasus Opera Pegasus Opera Standard Pegasus Opera invoice import used Import CSV file a standard function Existing Pegasus Opera functionality unchanged Sage continues to be used as normal Only change is that supplier invoices not input Existing Pegasus Opera functionality unchanged Pegasus Opera reports unaffected New reports available from OnePosting Complementary workflow in the cloud Invoice approvals outside of Pegasus Opera Approved invoices imported into Pegasus Opera
13. 13. Register Now: AP Automation for Sage 50 Pegasus Opera Summary Protects your investment Pegasus Opera Complementary functionality Extends the life of your Pegasus Opera system Uses existing functionality
14. 14. Register Now: AP Automation for Sage 50 What about suppliers? Supplier on-boarding
15. 15. Register Now: AP Automation for Sage 50 Options for submitting invoices Lots of choice CSV XML Fixed Position ASCII Accounts Package Interfaces Online Entry Email PDF Phone App Paper to Scan EDI PEPPOL API
16. 16. Register Now: AP Automation for Sage 50 Invite Suppliers OnePosting Activities Implement a dedicated web micro-site for you and your suppliers Provide email/letter templates for communicating with suppliers Establish each suppliers preferred invoice submission option Emails Telephone calls Agree a timeframe with each supplier for their chosen method Support each supplier through the transition to AP Automation Provide training materials & support to your staff and suppliers Your Activities 1. Contact suppliers inviting participation Email, letter or call 2. Provide supplier contact details to OnePosting 3. Use Out of Office email feature to advise of new email address Suppliers need to register for security reasons They need to use a new email address to submit invoices 4. Make electronic invoicing the default for all new suppliers
17. 17. Register Now: AP Automation for Sage 50 What about challenges? Solutions Online entry useful for suppliers with small volumes Email PDF invoices will have to be indexed and key data manually recorded Smartphone App photo and index invoices key data will have to be manually recorded Paper scanning least favoured option as it requires additional manual effort to scan images What about suppliers with limited capabilities to submit invoices electronically?
18. 18. Register Now: AP Automation for Sage 50 Supplier Summary Multiple options for suppliers to submit invoices OnePosting manages the process after introductions Solution for every supplier Some residual manual entry but minimised
19. 19. Register Now: AP Automation for Sage 50 AP Automation for Pegasus Opera Summary
20. 20. Register Now: AP Automation for Sage 50 Benefits for suppliers Better visibility of approvals process Online access to their invoice images Immediate notification of screening issues Invoice query enhances customer service Lowers their invoicing/collections costs Strengthens their relationship
21. 21. Register Now: AP Automation for Sage 50 Benefits for you Pegasus Opera Fast, easy invoice retrieval Cloud based invoice approval workflow Approve on any device, anywhere Increases accountability for approvals Reduces paper handling/storage/cost Drive out cost for suppliers => better deals Leverages existing investment in Pegasus Opera
22. 22. Register Now: AP Automation for Sage 50 Register now Pegasus Opera Register now at: http://www.oneposting.com/ap-automation-for-tasbooks