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 are 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. 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
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 us at 682-367-1699.
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