Accounts Payable Automation

Transcription

1 Accounts Payable Automation

2 Dataline - a brief history Launched as privately owned company, based in Chatswood, Sydney. Became a leading proponent of distributed non-impact MICR technology We remain the Lexmark/IBM master distributor for MICRO solutions in the Asia Pacific. Developed domain expertise in capturing, processing, control, reconciling and auditing all financial transactions. Launched LINKS - a market leading suite of modular software for payments, reconciliation, and receipting systems. Established an innovative financial transaction processing centre for invoice automation, Business Process Outsourcing, Software As a Service and payment and printing solutions. Launched EIPP platform for seamless transition to complete electronic invoicing across AP and AR.

3 MICR Solutions Hardware Solutions (MICR printers), compliant cheque and forms design, secure cheque stationary, consumables including MICR toner, accessories and upgrade kits. Exclusive Lexmark distributor since Payment Management Software, which provides cheque printing, EFT payments, and distribution of invoices, statements, and purchase orders. Cash Management Software, which provides function-rich cash reconciliation including multi-system; multi-banks; multi-currency features. Insolvency Software developed for insolvency practices to automate dividend and disbursement payments. Purchase 2 Pay Solutions for the complete purchase to pay lifecycle including; Procurement, Paper to Data, Invoice Automation, Accounts Payables, Accounts Receivables, einvoicing and ebilling solutions. Business process improvement solutions including; econtracts, esettlements, document management and digital mail exchange. Outsourcing Services Dataline provides outsourcing services for all forms of payment processing, cheque production, EFT generation, advice mailing, direct mail, faxing, ing, document management, document scanning with metadata extraction and upload mapping.

4 Our customers Domain experts in financial transaction since 1992 processing to customers in 300 corporate clients in the Asia Pacific Payments Vendor to 2 of the top 4 Australian Banks

5 Why Automation Reduce processing costs by 50% minimum Eliminate 87% of paper in the first month Greater visibility on outstanding liabilities Pay suppliers on time and create better relationships Eliminate duplicate pays, significantly reduce fraud Straight Through Process 80% of invoices within 3 months The Benefits To You To your Suppliers Next Steps Questions

6 Our customers Domain experts in financial transaction processing to customers in 300 locations in Asia Pacific Payments Vendor to 3 of the top 4 Australian Banks

7 Invoice Automation Paper to Data

8 What is it? Our solution allows companies to outsource and automate the entire invoice-handing process through: Intelligent data capture Purchase order matching Approval work flow Data upload to ERP and accounting systems

9 How it works Centralise receipt of invoices Scan & image paper Invoice Perform data extraction Validate data from agreed business Web Portal Access

10 How it works ( Exception Queues ) DUPLICATES NO VALID SUPPLIER NO VALID INVOICE # OR INVOICE NO VALID PO Exception Queues Web Portal Access Supplier Supplier Queues Supplier Queues Supplier Queues Queues

11 How it works, matching, DA, Online Portal PO Invoice Matching Non-PO Approval Customer Web Access 2 or 3-way matching, line item & quantity matching Easy to find approval flow (Based on supplier or department) Up to 20 levels of authorisation Supports full GL coding, including splits Full translation history escalation and toleration approval Access to images and data under full access control

12 Portal Login Used To: View Invoices Manage Exceptions Match PO Invoices Workflow Invoices Invoice Audit Trail Secure Access

13 AP Dashboard with Customisable Speed Links Used To: Track Invoices Track Exceptions Track Liabilities Add Speed Links

14 Exception Management Used To: Manage Exceptions Edit / Deleted Full Access Control

15 Non PO Invoice Details Used To: View Invoice Data View Invoice Image View Invoice History

16 Approvers View Used To: Custom User View Manage Workflow Track Approvals

17 Authorisation Process Used To: Approve Invoices Reject Invoices Dispute Invoices Forward Invoices

18 GL Coding & Splits Used To: GL Coding GL Splits Default Codes

19 System Admin User Access Used To: Manage Settings Set-up Work Flows Manage Suppliers Manage GL codes Manage Users Manage Security

20 ERP and Document Management Integration Endeavour ERP uploads PO, Supplier, GL codes & receipt information to Dataline Links portal Transmit matched Po & approved/ coded non-po invoices to Back to ERP Transmit Image to Customer Document Management system or hosted by Dataline

21 Implementation Timing Proposal acceptance Formation of implementation project team Detailed project documents Configuration of solution Testing by Dataline Training and Change management planning User acceptance Testing GO LIVE Ongoing Service management

22 Key Differentiators Why Dataline : Our key differentiators are: Commercial Business case benefits in 90 days Budget positive in less than one (1) year Compliance with retention and disposal policies and auditing requirements 25 years expertise in AP, AR and Payments Automation Responsive, flexible and secure Modular Solution Best fit technology for you and each supplier Implementation Services (ensuring the business benefit is delivered) Supplier On-Boarding & support for e-invoicing Training Dataline s Vision Deliver benefits to you first move suppliers e-invoicing over time at the right pace

23 Benefits to You Cost Reduction Eliminate manual processes which typically results in direct savings of up to 65% Suppliers remedy their invoices errors prior to your AP involvement Staff focus on resolving exceptions, not approvals No paper handling, shuffling, collating, filing, storage or retrieval Phone calls to AP reduce as Suppliers get visibility of invoice status (Portal) Visibility of Liabilities No longer do you have to wait until accounts payable invoices are paid to record and view your liabilities - You re able to access figures the day they arrive Timely recording of liabilities leading to faster and more accurate accruals and cash flow forecasting Quality of Information Automation results in improved data quality with fewer errors, whilst reducing the risk of lost or misfiled documents and duplicate payments Compliance with retention and disposal policies and audit requirements

24 Benefits to Your Suppliers Easy process for Suppliers FREE for suppliers to register and connect to the Portal Secure and guaranteed invoice delivery No more delays due to invoices going missing or being sent to the wrong place. Invoices are processed faster and can be available for early payment discounts GST compliant electronic invoices Visibility of the invoice status and it s the process less need to call your AP The bottom-line for suppliers Reliable payment to terms means less reliance on borrowing and reduced commercial risk and reduced cost of finance Reduced DSO means reduced collection costs and more working capital This equals better prices, terms and reputation for You

25 Next Steps Free Consultation Demonstration & Workshop (4-6 hours by business unit, in your office) Define and establish scope of your requirements Document business case Present Proposal Before and After process comparison with resultant benefits Hard and soft dollar cost savings Proposed Implementation Plan

26 For more information.