Ap automation for sage 200

Register Now: AP Automation for Sage 200

AP Automation for Sage 200

Paperless Invoicing

http://www.oneposting.com/ap-automation-for-Sage-200



Paperless Overview

Sage 200

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 2008. Post to supplier accounts




OnePosting Cloud

Secure Invoice Management




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




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




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 200 until coding applied• Reminders issued when manual coding required• Invoices waiting coding monitored




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 200 output file




Output File Generated

• Approved invoices only in output file• Have gone through all validation & approval checks

• File in standard Sage 200 format• Use existing functionality to import invoices• Sage 200 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 200




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.




Cloud Summary

Enterprise-grade solution available for Sage 200

Accessible anywhere, anytime, any device

Automated or manual invoice approval

Fast online invoice search & retrieval




Sage 200

No software changes




Sage 200

Sage 200

• Standard Sage 200 invoice import used• Import CSV file a standard function

• Existing Sage 200 functionality unchanged• Sage continues to be used as normal• Only change is that supplier invoices not input• Existing Sage 200 functionality unchanged

• Sage 200 reports unaffected• New reports available from OnePosting

• Complementary ‘workflow’ in the ‘cloud’• Invoice approvals outside of Sage 200• Approved invoices imported into Sage 200




Sage 200 Summary

Protects your investment Sage 200

Complementary functionality

Extends the life of your Sage 200 system

Uses existing functionality




What about suppliers?

Supplier on-boarding




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




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




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?




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




AP Automation for Sage 200

Summary




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




Benefits for you

Sage 200

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 200




Register now

Sage 200

Register now at: www.oneposting.com/ap-automation-for-Sage-200




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