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Automated AP

  • 1.  Automated AP

    Posted 8 days ago
    Hello All,

    My company is trying to evolve as technology does. We currently file our paper invoices but feel there is a much more efficient way to keep invoices at our finger tips. I am looking for feedback on how others cut back on paper in their AP department. Do you use a third party for invoices to be submitted to? We are looking for a system that can gather our invoices and one where we have the ability to send them inter-company for approval if needed, all while being able to search the database when needed. I know there are a lot of companies that can do this, so who do you use and why are they the one to go with? Also, if you have been with a company and ran into some conflicts what where those?

    Any feedback and information is very appreciated!

    Thank you!

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    Amanda Pezewski
    Prevea Health, Inc.
    Green Bay WI
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    Academy - Online Interactive Learning from Experts


  • 2.  RE: Automated AP

    Posted 7 days ago
    Amanda,
    I am not an AP expert but I know we scan our invoices, etc and attach them to the Purchase Orders in GP.  We use GP workflow to get purchases approved by managers, etc.  Anytime we need to see the details for a specific transaction it is attached right there in the software.  Hope this is helpful.

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    Dave Webb
    MCCC
    Prestonsburg KY
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    Academy - Online Interactive Learning from Experts


  • 3.  RE: Automated AP

    Posted 7 days ago
    Hi Amanda,

    We use GP's native document attach feature for PM and POP transactions to eliminate filing.  For approvals, we were one of the first to implement Mekorma's Power Approvals product - https://www.mekorma.com/products/powerapprovals.aspx

    It works very well, and it's certainly a modern approach to what you are trying to do!

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    John Buchman
    Controller
    Rio Marine
    Houston
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    Academy - Online Interactive Learning from Experts


  • 4.  RE: Automated AP

    GOLD CONTRIBUTOR
    Posted 7 days ago
    @Amanda Pezewski You are fortunate and unfortunate at the same time.....    the reason is that you have a TON of choices that integrate very well with GP.    The first thing you really need to do as an organization is determine how far do you want to take this.   Do you want to essentially outsource your entire AP process, pieces of it, or just automate some of your current processes (you have multiple choices for each of these).

    I'd then suggest speaking with your partner/var as they should have good relationships with these types of ISVs and will be able to help steer you.

    We get questions like this all the time, our clients say they want AP Automation and we have to ask them to step back and better define what they mean by that.   It can actually start at the Requisition stage if you are using Purchase Orders or want to institute Check requests.

    Sorry if i didn't answer your question specifically, but there is a lot to think about.

    If you have any other questions or would like more specifics, please feel free to reach out to me.


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    Michael Gummel
    Prod Engineer
    Paradigm Technology Consulting
    Allentown NJ
    mgummel@ptcllc.com
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    Academy - Online Interactive Learning from Experts


  • 5.  RE: Automated AP

    GOLD CONTRIBUTOR
    Posted 4 days ago
    You should check out CoreIntegrator for ap invoice approval workflow.  It's very flexible and easy to use.  We have also set up workflows for New Vendor requests (and changes) as well as new GL Accounts.  I implemented this system at a previous company as well and they are still using it and adding enhancements.

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    Theresa Rago
    Manager, Financial Systems
    CV Starr & Co, Inc.
    New York NY
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    Academy - Online Interactive Learning from Experts


  • 6.  RE: Automated AP

    GOLD CONTRIBUTOR
    Posted 4 days ago
    Hi Amanda, we use Nexus and really like it.  We have the approval workflow based on a segment of our gl in GP and by amount.  Works very well and is totally paperless once you can get your customers to send their invoices to Nexus.  Feel free to contact me directly if you would like to discuss further.
    Have a good day, Tracy​

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    Tracy Yaklyvich, MBA
    Controller
    American Society of Health-System Pharmacists
    Bethesda MD
    tyaklyvich@ashp.org
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    Academy - Online Interactive Learning from Experts


  • 7.  RE: Automated AP

    GPUG ALL STAR
    Posted 4 days ago

    Hi @Amanda Pezewski,
    ​​As others have put, there are different options for sure.

    I'm actually presenting on this specific topic @ Summit & covering what you can & can't do right inside of GP without ANY ISVs. Here's the high​​-level info:

    Can in GP
    - Can attach W9s, invoices, etc to vendors or transactions in GP.
    - Workflow approvals for invoices, vendors & payments (approvers can actually receive an email w/ the scanned invoice & approve from their email)
    - Put check signatures on checks automatically with approvals in the system
    - Send remittances via email

    Can't in GP
    - Automatically feed emailed/scanned documents into GP (you have to create the voucher first & then attach the scanned/emailed invoice)
    - Automatically read the information off of documents (OCR) when they're scanned into GP (you have to manually enter the vendor ID, doc #, amount, etc. in GP).​
    - Outsource the actual payment process/handling of payments to a 3rd party

    There's dozens of other things that could factor in, all depends on your requirements and what you want your final payables process to look like. If you're looking for a 3rd party, I put together Solugence which will analyze your requirements & preferences & spit out recommendations. It's free https://www.solugence.com/category/accounts-payable-automation/

    Hope this helps. Keep us posted!



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    Kyle Malone, CPA
    ⭐GPUG Allstar | Chapter Leader - Louisiana (New Orleans)
    GP Admin - CGB Enterprises, Inc.
    Lead Consultant/Blogger - https://alacarteGP.com
    Solugence | Find the software that FITS your business + integrates with GP. https://solugence.com
    ------------------------------

    Academy - Online Interactive Learning from Experts


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