Best Practices: AP Automation Dan Thomson Territory Manager – Southeast US and Caribbean

See you in Phoenix !!! October 15-18, 2018

Agenda Who is DocStar What is AP Automation DocStar: Best Practices in AP Automation What Makes a Successful Implementation Questions

Who is DocStar

DocStar Leading Enterprise Content Management and Process Automation software company founded in 1996 Acquired by Epicor in January 2017 Flexible deployment model Software License purchase (on-premises) Cloud or Application Hosting

DocStar 2,000 customers across all industries

DocStar Primary Use Case Focus Enterprise Content Management needs AP Automation HR/Employee Records Corporate Governance Documents Sales Order Entry Forms Automation

What is AP Automation

So Many Terms!!! Document Scanning Enterprise Content/Document Management AP Automation (Document Automation) Electronic Forms and Data

What is Enterprise Content Management Capture Classify Store & Retrieve Rules Based Workflow Dispose Manages Complete Document Life Cycle Rules-based Process Automation Single location for all documents

Top Challenges for AP Departments

What is AP Automation Streamline the AP Invoice processing workflow How it helps Increase productivity, accuracy, and timeliness Greater Visibility and Control Control Costs Where it impacts AP Invoice Capture and Data Extraction Validation and Exception Handling Routing and Approval GP Data Population Reclaim Early Pay Discounts

Best in Class Metrics

Components of AP Automation - Capture Various invoice sources & formats eMail Copier Scanner Input quality PDF Clean Mail Multi-part NCR Vendor cooperation Individual vs. Batch Capture

Components of AP Automation - Indexing Data entry moved to front of the process What data points are needed? Manual vs. Automatic (IDC) Retrieve data from other sources The “Trade Offs”: Time, Accuracy and Cost

Components of AP Automation - Workflow Rules based branch logic Business rules Oversight/load balancing Automatic escalation Audit Trails for allow process evaluation Retention monitoring

Components of AP Automation - Integration Print from GP to DocStar Validate Data Perform 2 & 3 way matching using data in GP Eliminate redundant data entry by sharing data with GP Retrieve documents directly from your GP system

DocStar: Best Practices in AP Automation

Non-PO Based AP Workflow

PO Based Workflow

Simple Interface

GP data mismatch alerts

GP Integration

What makes a successful implementation?

Strategies for success Make the business case for AP automation Collaborate with all affected stakeholders Follow the lead of the Best-in-Class on processing Examine scan-and-capture & document management as a first step toward full automation AP metrics matter – identify and track the key financial, operational, and supplier indicators

Factors affecting Return on Investment (ROI) Cost of hardware, software, implementation, training, and maintenance Vendor Consulting - experience and best practices GP Integrator participation Executive Sponsorship impacts user adoption Manual vs. Automation may be done in phases Flexible and Powerful application selection

Strategies for success Make the business case for AP automation AP metrics matter – identify and track the key financial, operational, and supplier indicators Understand Business and Technical Requirements Collaborate with all affected stakeholders and align resources Identify project and budget constraints Gain executive sponsorship Think of phases and long term goals Follow the lead of the Best-in-Class on processing

Select a vendor “We never had a problem. In fact, DocStar has been there to answer every question. They have certainly become a solid partner in our ongoing growth.” — Sterling Energy Company

Questions

Contact us for a personalized consultation and demo for your company Dan Thomson dthomson@docstar.com 518-368-6437