Articles by Nancy Phillippi, Custom Information Services
Streamlining Accounts Payable with Dynamics GP and
Doc-Link
I am constantly surprised by the
amount of interest we receive from the document
management page of our website. Folks from all over
the world contact me for more information on the
Altec doc-link document management and
workflow solution. The business needs are
often based on the desire to reduce the redundant
paperwork that floats around the office and ends up
in file cabinets and then boxes for storage. What
most don’t realize is that the solution is really a
lot more than paper reduction and storage. The real
savings is in the
workflow and streamlining processes and
in eliminating data entry errors.
Typically our customers use the
doc-link system to
streamline accounts payable processing.
However there is also benefits in the
sales order processing workflow. I am
going to address accounts payable in this article
since it was the top problem for our customers that
have since implemented doc-link.
doc-link brings greater
financial control of managing payables processing
from receipt of vendor invoices to voucher entry.
With doc-link users can match purchase
orders, receivers and vendor invoices directly from
the desktop for quick reconciliation and resolution.
Users are also able to electronically view the
invoice and supporting document from their desktops,
streamlining paper matching processes.
1 Receive supplier invoices
Receive AP invoices from
suppliers or remote offices by email, fax,
electronic file transfer or mail. All mailed
invoices are scanned.
2
Assign to AP processor queue
All captured supplier invoices
are electronically distributed or assigned to an AP
individual’s processor queue. Invoices can be
pre-indexed for easy retrieval during the approval
process.
3
Electronically authorize invoices
Through workflow, supplier
invoices can be sent to a manager’s desktop
electronically for approval. The authorization
process is configured to resemble a company’s paper
process. Approvers “electronically stamp” the
invoice with the appropriate action (i.e. Approved,
Disapproved, etc). The approval stamp is a permanent
notation applied directly on the invoice image
providing an unalterable audit. Once authorized, the
invoices are sent electronically through workflow to
the appropriate processing queue in AP.
4 Enter supplier
invoices
Each accounts payable clerk receives authorized
invoices electronically from managers. A
side-by-side view of the invoice entry screen and
the invoice image enables AP clerks to easily and
quickly enter invoices. Users can also review all
supporting documents such as purchase order,
receiver, etc. from the invoice entry screen.
(see image above)
5 Automatically
index and electronically file entered invoices
Once the invoice is entered within
Microsoft Dynamics® GP, the invoice image is
automatically indexed with the invoice data and can
be retrieved using any of the index values,
eliminating the need to file multiple copies (i.e.
by supplier, date, account or project). (see
image below)
6 Review invoices
for payment from the desktop
Payment is easier and faster with
doc-link. The check signer or authorizer
can review invoices and the corresponding EFT or
check. When the payments are approved, doc-link
automatically captures the remittance advice or
check and stores it in doc-link. At the
same time, the invoices are automatically indexed
with the appropriate payment information (number and
date).
Companies experience a significant productivity
increase with their AP processing as the clerical
and paper-intensive tasks are eliminated. With
doc-link, users can:
- Get invoices and purchase orders to
authorizers’ desktops without mailing, faxing,
copying or manually moving documents.
- Electronically “rubber stamp” invoices and
purchase order approvals.
- Email or fax documents requiring resolution
directly from the desktop to suppliers and
purchasing managers.
- Easily track all invoices currently in the
authorization and resolution process.
- Drill down from the Microsoft Dynamics GP
accounts payable screens to view invoices,
purchase orders, checks and delivery receipts.
If you care to comment on the
information above or have any questions please feel
free to contact me at 817-640-0016 x 109 or by
emailing me at nphillippi@customis.com.
Custom Information Services is a
Dynamics and
Doc-link reseller in Dallas, Fort Worth Texas. |
