AP Automation for Sage 50
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Transcript of AP Automation for Sage 50
Register Now: AP Automation for Sage 50
AP Automation for Sage 50
Paperless Invoicing
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Paperless Overview
Sage 50
1. Suppliers submit invoices 2. Invoices screened for issues3. Stored securely online4. Coded online (if required)5. Approved online (if required)6. Output file generated
7. Output file imported to Sage 508. Post to supplier accounts
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OnePosting Cloud
Secure Invoice Management
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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
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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
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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 Sage 50 until coding applied• Reminders issued when manual coding required• Invoices waiting coding monitored
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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 Sage 50 output file
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Output File Generated
• Approved invoices only in output file• Have gone through all validation & approval checks
• File in standard Sage 50 format• Use existing functionality to import invoices• Sage 50 validates file layout before import
• What about foreign currency invoices?• Edit output file in Microsoft Excel• Insert exchange rate• Save CSV file• Import to Sage 50
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Other Key Features
REPORTINGInvoices:- Waiting approval; overdue approval; quarantined; approved; rejected; waiting coding.
ACCRUALSList of invoices received & not approved.Value of invoices not yet approved.
DRILL DOWNWhen viewing an invoice, can drill down to view supporting documentation. Can drill up from documents to invoices.
REMINDERSEmail notification when approval needed.Reminders auto-issued to get approvals.Escalation to finance if not approved.
INVOICE QUERYCategorise & submit queries to suppliers.Permanent record kept of query & its resolution which can be viewed online.
MULTI-COMPANYSupports multiple companies and departments.
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Cloud Summary
Enterprise-grade solution available for Sage 50
Accessible anywhere, anytime, any device
Automated or manual invoice approval
Fast online invoice search & retrieval
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Sage 50
No software changes
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Sage 50
Sage 50
• Standard Sage 50 invoice import used• Import CSV file a standard function
• Existing Sage 50 functionality unchanged• Sage continues to be used as normal• Only change is that supplier invoices not input• Existing Sage 50 functionality unchanged
• Sage 50 reports unaffected• New reports available from OnePosting
• Complementary ‘workflow’ in the ‘cloud’• Invoice approvals outside of Sage 50• Approved invoices imported into Sage 50
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Sage 50 Summary
Protects your investment Sage 50
Complementary functionality
Extends the life of your Sage 50 system
Uses existing functionality
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What about suppliers?
Supplier on-boarding
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Options for submitting invoices
Lots of choice
CSV
XML
Fixed Position
ASCII
Accounts Package Interface
s
Online Entry
Email PDF
Phone App
Paper to Scan
EDI PEPPOL API
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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 supplier’s 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 Activities1. Contact suppliers inviting participation
• Email, letter or call2. Provide supplier contact details to OnePosting3. 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
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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?
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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
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AP Automation for Sage 50
Summary
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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
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Benefits for you
Sage 50
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 Sage 50
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Register now
Sage 50
Register now at: www.oneposting.com/ap-automation-for-Sage-50