PROACTIS AP Automation dramatically reduces the cost of the entire Accounts Payable process from invoice receipt to payment authorisation.

PROACTIS AP Automation enables "straight-through" processing of a large percentage of your invoices with no need for manual handling, streamlines discrepancy resolution and payment authorisation workflows where needed, and reduces time spent on other non-value added activities.

PROACTIS AP Automation provides the capabilities that enable you to:

• Reduce the total cost of processing invoices by eliminating the majority of manual handling
• Cut the elapsed time to process invoices by turning it into an almost completely electronic process
• Eliminate erroneous payment of invalid, incorrect or duplicate invoices by thoroughly validating and matching each invoice and ensuring proper exception handling
• Leverage early payment discounts and avoid late fees by processing invoices well within terms dates
• Improve budget and cash management with increased visibility of cost commitments
• Strengthen supplier relationships with on-time payment and self-service invoice status visibility

To learn more about PROACTIS AP automation solutions, contact us today.

In many organisations, invoice processing is the single most paper-intensive, "high touch" manual activity remaining today.  Even organisations that have largely automated their front office, operational and supply chain functions often still process invoices in a very manual manner.

The fundamental requirements for automating AP are simple:

• Get all invoices into electronic format
• Utilise technology to automatically authorise as many invoices as possible while making sure only valid invoices are paid and all costs are properly allocated
• Utilise technology to quickly obtain the information required to resolve discrepancies and authorise payment for the remaining invoices

But there are many challenges:

• The majority of invoices are still sent in paper form, or non-standard electronic forms such as emails
• Some non-PO invoices, such as utility, telecommunications and PCard statements are quite complex and require a significant amount of work to properly validate and code
• Even for invoices with POs, it can take a lot of time to find the PO, match the invoice to it, and verify the item or service was actually received
• When there are discrepancies, it takes a lot of time and effort to gather information, get it to the buyer and/or supplier, and resolve the issue
• Unable to find the right information, AP personnel sometimes just go ahead and pay some invoices without ever getting firm confirmation that they are valid
• AP personnel must also spend a lot of time answering calls and emails from suppliers asking for the status of their invoice
• Slow invoice processing increases the likelihood of duplicate invoices, increases the number of supplier calls, eliminates any chance of payment discounts, and strains supplier relationships

To learn more about PROACTIS AP automation solutions, contact us today.

PROACTIS AP Automation is a comprehensive solution for streamlining invoice processing and reducing other non-value-added AP activities.

PROACTIS AP Automation enables you to:

Quickly turn all invoices into standardised electronic records using a combination of capabilities with options to fit all of your trading relationships, and all levels of supplier technical capability:

• Receive electronic invoices sent by suppliers in any number of ways (e.g. XML file, email, PDF, purchase/lodge statements, etc.)
• Enable supplier online self-entry of electronic invoices directly or using a "PO Flip" function
• Utilise a PROACTIS cloud-based document capture service that turns paper invoices, credit notes and other AP information into standardised electronic documents

Automate invoice validation and account coding using a self-learning validation engine that can handle all kinds of PO and non-PO invoices, including:

• Complex utility and telecom bills with a tremendous amount of detail to validate against contracts, and which require complex rule-driven cost allocation
• PCard statements that may require complex authorisation checking, cost allocation or purchase categorisation
• Any other type of complex recurring invoices

Automate 4-way matching that compares invoices to the PO, GRN (goods or service receipt notice), and the supplier contract where applicable. User-defined rules and tolerances enable this process to automatically authorise a great majority of invoices with no need for manual handling.

Automate workflows for invoices that have discrepancies from the matching process, or that have no invoice. Workflows can involve the purchase originator, the supplier, and anyone else involved with a particular invoice. Rules-driven email automation, alerts and other capabilities dramatically reduced the time it takes AP to handle exception invoice.

Improve cost commitment visibility and cash management by more quickly capturing an electronic record of all invoices and making that available through PROACTIS Reporting & Analysis.

Eliminate non-value-added AP time spent answering phone and email questions from suppliers by providing self-service invoice and payment status enquiry capabilities.

To learn more about PROACTIS AP automation solutions, contact us today.

PROACTIS AP Automation delivers significant financial and operational benefits.

PROACTIS AP Automation enables you to significantly reduce the average cost to process an invoice. It does this by dramatically reducing the manpower required for manual invoice handling and other non-value-added activities. Simply stated, it enables you to:

• Reduce the FTEs required to capture and register invoices by substantially increasing the percentage of invoices received electronically or transformed into electronic format automatically
• Reduce the FTEs required to process invoices by automating the validation, account coding, cost allocation and matching processes for the majority of PO and non-PO invoices, including complex invoices such as utility, telecom and PCard statements. Also by automating the workflow to resolve matching discrepancies and authorise exception, non-PO invoices
• Reduce the FTEs required to answer supplier calls and emails by providing suppliers with self-service online account status enquiry capabilities that eliminate the vast majority of calls

In addition, because it captures invoices into a standardised electronic format much more quickly, and because it significantly reduces the average invoice processing time, PROACTIS AP Automation provides a number of additional benefits for financial management and the organisation as a whole.

Direct savings benefits include:

• Reduce total cost of purchased goods and services through the ability to take advantage of early payment discounts and avoidance of late payment fees
• Eliminate payment of duplicate, invalid and incorrect invoices because all are thoroughly analysed against POs, receipts and contracts
• Reduce or eliminate document storage cost when invoices, POs and all supporting documents are electronic (possibly with a scanned image attached)

Additional financial and operational management benefits include:

• Better budget management due to improved invoice account coding and earlier visibility
• Better cash management due to earlier visibility of commitments
• Faster, easier audits due to availability of a complete and detailed audit trail
• Improved supplier relationships due to consistent on-time payment and 24x7 visibility of payment status

To learn more about PROACTIS AP automation solutions, contact us today.