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AP Improvements/Tips & Tricks

  • 1.  AP Improvements/Tips & Tricks

    TOP CONTRIBUTOR
    Posted 17 days ago
    Hello,

    We are working on making improvements to our AP process to be more efficient. Does anyone have tips, tricks, or things they have done to improve the way invoices are entered in GP or any other helpful ideas you could share? Thanks!

    ------------------------------
    Amber Schmoll
    Accounting Supervisor
    Milk Source LLC
    Kaukauna WI
    ------------------------------
    Academy - Online Interactive Learning from Experts


  • 2.  RE: AP Improvements/Tips & Tricks

    GPUG ALL STAR
    Posted 17 days ago
    Hello, @Amber Schmoll, fellow Fox Valley-ite!

    ​I'll be you've gotten all you can from preparing your daily stack of invoices before entering them in GP, yes?

    From there I believe you have a couple possibilities:

    1) Purchase one of the A/P document management programs. The feature they share in common is the electronic input of payables from either scanned documents or emails; and electronic storage/retrieval instead of paper storage. Or
    2) (a tad less expensive) You could explore importing invoices in bulk using either GP's Integration Manager or eOne's SmartConnect. Integration Manager comes with GP but it requires more devotion to set it up. SmartConnect is a commercial product but by all accounts is a wizard at importing data into GP from pretty much any source.

    I hope this helps.

    Sincerely,

    ------------------------------
    "Sparkly" Steve Erbach - Green Bay, WI
    Co-Chair, GPUG WI (Green Bay) Chapter
    Blog: https://www.gpug.com/blogs/steve-erbach
    Twitter: twitter.com/serbach

    ───────────────
    Excel Webinar List as of June 10, 2020
    ------------------------------

    Academy - Online Interactive Learning from Experts


  • 3.  RE: AP Improvements/Tips & Tricks

    TOP CONTRIBUTOR
    Posted 17 days ago
    EDI

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    Bruce Strom
    Programmer Analyst
    Paradise GP Consulting, Inc.
    Sunrise FL
    ------------------------------

    Academy - Online Interactive Learning from Experts


  • 4.  RE: AP Improvements/Tips & Tricks

    GPUG ALL STAR
    Posted 16 days ago
    @Bruce Strom,

    Eek! EDI! That's a heck of thing to recommend to a poor, defenseless Wisconsin Accounting Supervisor!

    I mean, you could at least fill in some background​ on what sort of infrastructure will be put in place; and how each vendor would have to be asked/required to submit invoices via EDI; etc., etc.!

    I've worked with EDI in a significant way at three different companies. At my first (in the 90s) I was able to generate EDI Purchase Orders using the Paradox for DOS report generator. At my second I was in the programming department and I was charged with debugging and streamlining EDI routines in our custom EDI portal. At my third I used a 3rd-party Visual Basic add-in to a Microsoft Access app that I'd written. So I've got some experience.

    Do you use EDI transactions with all or a large percentage of your vendors?

    Regards,

    ------------------------------
    "Sparkly" Steve Erbach - Green Bay, WI
    Co-Chair, GPUG WI (Green Bay) Chapter
    Blog: https://www.gpug.com/blogs/steve-erbach
    Twitter: twitter.com/serbach

    ───────────────
    Excel Webinar List as of June 10, 2020
    ------------------------------

    Academy - Online Interactive Learning from Experts


  • 5.  RE: AP Improvements/Tips & Tricks

    TOP CONTRIBUTOR
    Posted 15 days ago
    @Steve Erbach We do not use any EDI and we use very little purchase orders. We are trying to make little improvements to our AP process without adding any additional 3rd party products. Eventually we may go that route. We enter anywhere from 500-1000 invoices per week.​

    ------------------------------
    Amber Schmoll
    Accounting Supervisor
    Milk Source LLC
    Kaukauna WI
    ------------------------------

    Academy - Online Interactive Learning from Experts


  • 6.  RE: AP Improvements/Tips & Tricks

    GPUG ALL STAR
    Posted 15 days ago
    @Amber Schmoll,

    Then GP's Integration Manager may be a decent bet. I believe that you have to get your Partner to get you the installation files... or they're on the GP installation DVDs. The installation media is possibly already waiting for you wherever you have the GP installation files located on your network.

    While Integration Manager isn't nearly as flexible as SmartConnect​, you can fill up an Excel spreadsheet (an .xls spreadsheet, not .xlsx) with your invoice information; and then import them all at once with Integration Manager. Yes, there's some rather finicky setup that has to be done... but once that's done you can run the Integration from within GP itself:


    You can fill up the spreadsheet with new invoices as many times as you like and assign a different batch number to each. Once the invoices are imported into GP you may do all of the normal batch-level operations, even deleting the batch if need be.

    Check with your Partner for Integration Manager insights. I think you'll find that the overall time savings will be significant once you get into the swim of things.

    Shaving off a few seconds per invoice with GP macros and such is all well and good; but I think you're looking for overall improvements, yes?

    Sincerely,


    ------------------------------
    "Sparkly" Steve Erbach - Green Bay, WI
    Co-Chair, GPUG WI (Green Bay) Chapter
    Blog: https://www.gpug.com/blogs/steve-erbach
    Twitter: twitter.com/serbach

    ───────────────
    Excel Webinar List as of June 10, 2020
    ------------------------------

    Academy - Online Interactive Learning from Experts


  • 7.  RE: AP Improvements/Tips & Tricks

    TOP CONTRIBUTOR
    Posted 15 days ago
    Definitely, EDI is most useful when the payables transaction is initiated with a PO.

    Another approach is to have the vendors submit their invoices on a spreadsheet.
    If you look at the PowerPoint linked to my LinkedIn page you will see a Dexterity window from my last job.
    It lets you upload from spreadsheets in varying formats into both payables and receivables.

    ------------------------------
    Bruce Strom
    Programmer Analyst
    Paradise GP Consulting, Inc.
    Sunrise FL
    ------------------------------

    Academy - Online Interactive Learning from Experts


  • 8.  RE: AP Improvements/Tips & Tricks

    TOP CONTRIBUTOR
    Posted 15 days ago
    Steve, you are the explainer.  I am the succinct guy.

    ------------------------------
    Bruce Strom
    Programmer Analyst
    Paradise GP Consulting, Inc.
    Sunrise FL
    ------------------------------

    Academy - Online Interactive Learning from Experts


  • 9.  RE: AP Improvements/Tips & Tricks

    GPUG ALL STAR
    Posted 15 days ago
    @Bruce Strom,

    There are actually a lot of you! My boss is one. The guy that runs DynDeveloper.com is another. I think executives in general have the succinct gene.

    It's like they figure that they're saving the electrons or something!

    Regards,​

    ------------------------------
    "Sparkly" Steve Erbach - Green Bay, WI
    Co-Chair, GPUG WI (Green Bay) Chapter
    Blog: https://www.gpug.com/blogs/steve-erbach
    Twitter: twitter.com/serbach

    ───────────────
    Excel Webinar List as of June 10, 2020
    ------------------------------

    Academy - Online Interactive Learning from Experts


  • 10.  RE: AP Improvements/Tips & Tricks

    TOP CONTRIBUTOR
    Posted 15 days ago

    Not a true EDI but could be.  I was the Utilities Payable Accountant for a large corporation.  We received Utilities invoices from cities across the nation where we had locations.  I created a solution to enter the utilities into a payables file.  The nice thing was I did the lookup by the utility companies' account numbers.  That provided the Vendor ID and GL coding.  On Fridays we wrote the checks for the week.  Some companies actually were sent an ACH file which was handled by the accounting system (not GP).  When I started we had 42 locations.  When I left they had 400+ locations.  

    In my current role, I do not process the volume of invoices.  We use an EDI add-on to send purchase orders and receive invoices.  Currently with just one vendor.  However we are in talks to add two other vendors.  

    One of the invoice types I do process is for our credit card statements.  I can download the detail from the credit card company.  I import to my solution.  I can edit the GL coding as needed.  Lookups are performed for repetitive vendor purchases.  The detail is uploaded to GP via Integration Manager.  I can also use the same file to create the accrual for expenses that belong to "last month" which is uploaded to Financials as a journal entry via Integration Manager.  



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    Thomas Hill
    Staff Accountant
    M&A Technology, Inc.
    Carrollton TX
    ------------------------------

    Academy - Online Interactive Learning from Experts


  • 11.  RE: AP Improvements/Tips & Tricks

    TOP CONTRIBUTOR
    Posted 15 days ago
    Thank you all for the feedback! You gave me a lot of things to think about and look into.

    ------------------------------
    Amber Schmoll
    Accounting Supervisor
    Milk Source LLC
    Kaukauna WI
    ------------------------------

    Academy - Online Interactive Learning from Experts


  • 12.  RE: AP Improvements/Tips & Tricks

    Posted 11 days ago
    There is quite a bit of information available on how to set up Integrations for Invoice transaction entry. Here is one I just found that seems worthy. IM is not that complicated to get set up once you get a basic understanding of it. I've done many Google searches and figured it out fairly quickly. I'd be happy to try to help if you go that route. I am not an expert, just an Admin who has created Integrations in the past. One thing to consider is the possibility of adding OCR extraction software. We have a product that is part of our document management package so I have no idea what is out in the market place, but software to extract the invoice detail from the scanning of it and the ability to create a file for you would really save you time and effort. We have far fewer invoices processed per month than you but our Accounting dept is looking to automate the process. We have evaluated a few vendors. If it comes down to it, check out AvidxChange.

    https://www.youtube.com/watch?v=r6lktpkkFPY

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    Angela Morehouse
    CC Industries
    Chicago IL
    ------------------------------

    Academy - Online Interactive Learning from Experts


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