Perceptive SoftwareSolutions for Accounting + Financials

PROCUREMENT

Through a combination of leading enterprise content management (ECM) products, industry

expertise and proven success, Perceptive Software solutions are uniquely qualified to deliver

immediate efficiencies in any area across the department and enterprise. Our products,

including ImageNow, help organizations capture, process and collaborate on important

documents and content, protect data integrity and access precise information at the

moment it’s needed.

enterprise content management

Advanced Solution

For organizations that do not have a procurement requisitioning system,

we also offer an advanced solution with eForms technology that initiates

the process using a web-based electronic requisition form. Routing

rules enable you to specify who can review certain requisitions and

generate POs. Figure 2 illustrates how it works:

Advance the Procure-to-Pay Cycle

Of all the complexities that surround procurement, time-consuming

searches for the right information are the most costly to your team’s

effectiveness. With Perceptive Software procurement processing

solutions, important documents such as requisitions, contracts, vendor

prequalification forms, correspondence, proofs of delivery and more are

just a click away — quickly improving staff efficiency and decision making.

Developed using ImageNow and our other ECM software, the solutions

integrate seamlessly with any ERP, procurement or other business

application to provide instant access to the exact information that

supports the tasks you’re currently focused on. What results is a

dramatic boost in productivity that immediately improves processing

from procurement to payment and across your organization.

Procurement Processing

Perceptive Software offers standard and advanced procurement

solutions that vary based on the way your organization approaches

requisitions. Whether you enter requisitions into a procurement system,

create them independently or want to employ electronic requisition

forms (eForms), the following solutions enable you to:

~ Capture and link requisitions to transactions in any business

application

~ Collect supporting content to streamline requisition processing

and approval

~ Manage and track requisitions throughout the process, including

approvals

Standard Solutions

If your organization currently uses a procurement system for the entry

and approval of requisitions, our solution captures all supporting

documents from any source, links them to the related requisition

and makes them available with a single click from your procurement

system’s workflow process and the PO.

For those that do not have a procurement requisitioning system, our

solution captures all types of requisition forms (via e-mail, fax, scan,

import or other source) and routes them automatically through workflow

for approval. Figure 1 depicts this process:

Capture requisitions electronically from any source

Access relevant information instantly throughout the purchase and receiving process

Once approved, ImageNow automatically routes the requisitions to purchasing for PO creation

Link related requisitions, POs and all supporting documents to create a complete record

ImageNow automatically routes the requisitions through workflow to the right place for approval

ImageNow automatically routes contracts through workflow to the right place for approval

Scan paper contracts or capture them electronically

Instantly access the contracts you need to perform compliance or other tasks

Immediately view contracts and related documents based on vendor

Manage and track contracts during the entire process

Link the contracts to related vendor information in your business application

Enter and submit requisition information from anywhere using the electronic form

Access relevant information instantly throughout the purchase and receiving process

Once approved, ImageNow uploads form data into your business application for PO creation

Link related requisition forms, POs and all supporting documents to create a complete record

ImageNow automatically captures the form and routes it for further processing and approval

Contract Management

When contracts play an important procurement role, your organization

can deploy our standard or advanced solution to:

~ Capture, link, access and manage contracts in concert with vendor

information in your business application

~ Streamline the approval process for signed contracts using

automated workflow

~ Create reports to learn more about valid contracts and contracts

up for renewal

Standard Solution

This solution provides core functionality for managing contracts, as

Figure 3 describes:

Advanced Solution

Add advanced technology to the standard solution, enabling you to

create, modify and manage contracts collaboratively using Interact

for Microsoft Office — controlling and tracking every version from the

software you use daily. Digital signatures also enhance workflow.

Matt, a branch manager, needs to order a part that’s

provided by a new vendor. So he fills out purchase

requisition and vendor prequalification form sections

on his company’s online portal.

The purchase request is sent automatically through

workflow to Jill, a district manager. Once she approves,

the information is sent to procurement for processing.

Vendor prequalification information is sent automatically

through workflow to AP for processing. AP uses the data

to set up the new vendor in the ERP system.

Ed, a procurement specialist, receives the request and

assigns the new vendor, prompting ImageNow to send

the data to the ERP system.

The ERP system uses the information to create a PO,

which ImageNow links to the requisition form, and Ed

sends the PO to the new vendor.

When the part arrives, receiving documents are captured

directly into ImageNow and linked to the PO.

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Vendor Prequalification

Perceptive Software also offers vendor prequalification solutions that

augment your procurement strategy, making it possible to:

~ Capture and link paper prequalification forms to vendor information

in your business application

~ Simplify and organize the processing and approval of vendors

across you organization

~ Manage and track prequalification forms for immediate answers

to vendor questions

Standard Solution

Our standard solution captures vendor prequalification forms and links

them to related vendor records, so they’re immediately accessible from

your business application whenever you need them. Routing rules and

workflow enable you to easily review forms as they arrive, so you can

quickly determine if further clarification is needed and whether the entity

is a qualified vendor or contractor.

Advanced Solution

Perceptive Software eForms technology drives this advanced solution by

making an electronic prequalification form available to anyone via website

or portal. Vendors complete and submit the form online, which is sent

automatically through workflow for immediate processing.

An optional web services enhancement enables the solution to use

form data to create or update vendor data in your business application

automatically. The system also can alert an internal relationship manager

when a prequalification form is about to expire or notify a vendor directly

using stored contact information.

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Access all documents related to a procurement project with a single click

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Solutions

• Invoice Processing

� Procurement Processing

• Expense Processing

• Check Capture

• Purchase Card Processing

ACCOUNTING + FINANCIALS

www.perceptivesoftware.com/ap

© 2011 Perceptive Software, Inc. ImageNow is a registered trademark of Perceptive Software, Inc. All product and company names may be trademarks or registered trademarks of their respective owners. psi-procurementprocessing-1103

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