the three levels of ap automation

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The Three Levels of AP AutomationLearn Which Option Is Best For You

Presented by: Bill Whalen, Account Manager at RJS Software

• About RJS Software• Business challenges• The three levels of AP automation• Implementation methodology• Q&A

Agenda

• Software developer• Founded in 1990 in Minneapolis• Acquired by HelpSystems in July of 2014• Product focus:

About RJS Software

Paper-intensive, inefficient business processes• Need automated workflow functionality for AP and other processes• Gain new levels of efficiency without adding staff• Eliminate paper processing and reallocate staff to value-added work• Solve issue of processing and distributing paperwork across departments

and locations• Streamline audit preparation and response time• Fully utilize and extend existing IT investments across the company

Business Challenges

ERP and other business systems are not user-friendly• Paper forms and paper documents require data that has to be re-keyed

into business systems• Manual data entry is prone to error• Slows down workflow and decision making• Difficult to process paperwork across multiple offices and between

remote workers• Reduces employee productivity• Negatively impacts customer service

Business Challenges

IT department doesn’t or can’t modify ERP screens • Document imaging not integrated to ERP

AP Department Challenges

PO request process cumbersome and paper based On average, 3.6% of invoices handled by A/P have errors

Cost of manually handling, checking, and processing a paper invoice and cutting a paper check: $8 to $12

Taking advantage of vendor discount offers due to processing time

Matching of receivers and invoices major issue

Cost to reproduce documents for audits or customer research Lack of control during approval process

Visibility of status of invoice process a big need

Increased cost of postage for mailing purchase orders and checks

Average days in payables is too high

Typical AP Paper Process

Intro to Digital Document Management/AP Automation

• Invoices• Purchase orders

• Bills of lading• Proof of delivery

• Statements• Acknowledgements, etc.

Documents are scanned Images are indexed Images are stored in ECM system or

network drive


Three Levels ofInvoice Automation

1. OCR/barcode

2. Application integration

3. Advanced forms processing

Three Levels of Invoice Automation

Invoice

The level of automation is usually dependent on the following:

• Invoice volume• Vendors• Number of AP processers• Percentage of paper to electronic

Three Levels of Invoice Automation

Invoice


OCR\Barcoding

• Statistics about OCR (Optical Character Recognition)• Accuracy is not actually 95%+ as people advertise

• This means that a OCR engine will read 95% of the indexed CHARACTERS, not documents

• A OCR Engine rated at 95% accurate is being used on a 9-digit field. The true accuracy is 69.8% because the engine is reading 95% to the 9th power

• OCR is only as good as print and scan quality• DPI is increased, increasing your storage size

The Challenge of AP Scanning: Template-Based OCR vs. Integrated Scanning


OCR\Barcoding


Application Integration

1. Windows application processing

2. iSeries (green screen) processing

Application Integration

• What is it? Application integration is a multi-purpose way to integrate into a business application without modifying our customer’s applications.

• When is it deployed? Typically deployed when we can make an operation that would require a user to perform multiple steps into a single button push.

Examples:• I have a document and I want to index it into WebDocs. Windows Integrator can pass

index information from your application screen to Scan Workstation.• I have a document I want to find. Windows Integrator can be set up to read your

application screens and perform launched searches into WebDocs.

Application Integration (Screen Processing)

Windows Application Indexing

Indexes are retrieved for the Windows application and mapped into the index values in the Scan WorkStation with a press of a button on the Windows Integrator Toolbar.

Green-Screen Application Indexing

Indexes are retrieved for the green screen and mapped into the index values in the Scan WorkStation with a press of a function key.


AdvancedForms Processing

What is it?• Document processing and forms automation system

Features:• Captures documents from various sources – scanners, PC files, systems,

email, inbound fax• Extracts data from semi-structured documents• Ability to extract handwritten content• Analyzes OCR extraction confidence and business rules with each

document and batch processed• Users verify documents flagged for exception handling (quality assurance)• External systems are typically integrated to verify and automate indexing

further and other feed data business processes• Integrates with WebDocs

Solution: Advanced Forms Processing

Advanced Forms Processing (OCR)• Capturing paper documents with forms-processing technology• The difference from standard OCR – Fingerprints and Business Rules

Advanced Forms Processing (OCR)

Invoices are scanned

Data verification and validation

Release to WebDocs

Image clean-up, data extraction

þInvoice

1. 2. 3. 4.

Applying the right level of automation to advanced capture

• Basic capture• 1st level of automation and least expensive• Zonal OCR, Click-Capture Technology

• Self-learning• 2nd level of automation used WITH 1st level• Advanced self-learning based on operator input

• Advanced capture• 3rd level of automation used WITH 1st and also 2nd levels• Classification, Splitting, Advanced Extraction, Rules Based Validation

Advanced Forms Processing

OCR Extraction Verification

Business Rules Verification

Line Item Detail Extraction

Automated: end-to-end solution• PO request process with audit trail• Auto capture info: Extract information from invoice form

without keying• Automated matching of documents: Match PO, receivers,

invoices, and even checks• Workflow for exceptions

Reducing the paper shuffle• Less paper and storage: Copies kept in multiple locations

can be eliminated. This reduces cost for storage and personnel while mitigating risk. Users will also be able to email, fax, view or print without creating multiple copies in multiple locations.

Advanced AP Automation Benefits

Processing efficiency• Your ERP is the core: Your keystrokes within your ERP system feed the

document management database. This standardizes data entry, eliminates redundant data entry, and allows for easy retrieval of data and documents from system.

• Immediate access: Get direct access to documents from ERP or other systems from anywhere, anytime.

• No printing: Electronic documents digitally move through processes and are instantly available from authorized users’ desktops.

Quicker resolution• Manage reviews and approvals: Automated workflow will allow users

to electronically route, review, and approve documents in-process without ever moving a physical document.

Advanced AP Automation Benefits (continued)

Choose the level of document management/automation that best fits your needs!

• OCR and barcode for lower costs, simple document management. Template-based process for each vendor.

• Application integration automate directly from your ERP or line of business application.

• Advanced forms processing to completely streamline the process and cover Non-PO and other exceptions.

Recap


Implementation Methodology“The Phased Approach”

RJS Software projects are divided into discrete phases that permit easy identification of the tasks, dates, and resources within each phase. The start and completion dates of each phase are milestones for communication of the current project status.

Implementation Methodology

Project ManagementSuccessful projects require planning and control. A key part of our implementation process is the planning, staffing, and management of each project. For each project, RJS will assign a project manager. The RJS project manager will be the primary customer contact for the implementation.

Phased Approach• Departmental• Process

Smaller projects are more successful because:• Gets you using the software quicker.• User adoption • Lets you build off what is working• Training

Phased implementation methodology

• A successful project starts with expectation setting• Vendor expectations• Customer expectations

• Solving the current needs today with the future in mind

• Realistic milestones and deadlines need to be set up front

• Departmental or process implementation

Successful Projects

AP Phased Implementation Methodology

WebDocs

Phase 1

The Core

Understanding what it can do for you and your organization is the first step.

How it can organize content? What needs to be captured? Who needs access and to what?

System Generated Content

Phase 2

Capture supporting documentation like AR Invoices, PO D͛s, BOL, Emails etc... from:

Network ERP/LOBS iSeries/Windows Server

User Tools Scan Workstation Workflow/Routing Application Integration

Phase 3

Advanced Forms Processing

Phase 5

Full AutomationSmart AP WebForm

Exit/Trigger Program Automation

Phase 4

Process Streamlining and Integration in to your ERP/LOBS

Smart AP WebForm.

The 5 phases to a successful AP implementation


Question and Answer Time

One-on-one demo/follow-up call

• Schedule live demo• Deep-dive look at available solutions• Answer specific questions about options and how it may

fit your situation

Next Steps

Contact:Bill WhalenRJS [email protected] [email protected]+1 888-757-7638

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