Payment Solutions for QAD Users

Capital Safety EZPay Implementation Andy McDonald IT Business Solutions Analyst

Capital Safety Canada signed checks by hand –Also a desire to begin using Positive Pay and ACH Capital Safety USA needed to upgrade signatures, Positive Pay, and ACH –US had a legacy hardware solution –US also had a manual Positive Pay and ACH process Business Need

Image of US Current 1 – LAN convert 2a – LAN to LPT port 2b – LPT to LPT

Upgraded US Cables Power Network Key

Comparison

Project Summary Lower cost of stock Less work for ACH Less work for Positive Pay Better security Less cables and fewer points of failure

Project Summary Getting QAD output to file from Linux to Windows properly was an issue. –2 files – check + payment Specifications Scheduling time with end-users Doing 2 separate QAD installs made project take longer than anticipated

Contact Information Andy McDonald – Capital Safety USA

A Closer Look at Electronic Payments David Adams Channel Sales Support Manager ACOM Solutions, Inc.

Current Trends in Paperless Accounts Payable The movement to paperless payables is being driven by three factors: Need for more efficiency, especially in tough economic cycles The need for better risk management & business continuity Advances in electronic technology

AP Challenges Over reliance on people & paper-based processes Manual processes = discrepancies & exceptions Low productivity & higher invoice processing costs Electronic Invoicing = accuracy & less discrepancies Electronic ACH payment adoption rates

Automation Priorities Invoice & Workflow Automation Adoption Benchmarking Survey Report - PayStream Advisors

Why is ePayment Adoption So Low? Difficult and time consuming to launch Cumbersome enrollment process & labor intensive Difficult managing vendor information Challenges managing disparate systems

Traditional Vendor Sign Up Ongoing Manual Updates to Accounting System with Vendor Banking Information and Addresses Ongoing Mass Mailings Manual Capture of Vendor Addresses Manual Capture of Vendor Banking Information Faxes, s Ongoing Vendor Communication Mass Mailing and Phone Calls

A Compelling ROI for Paying Electronically A clear, justifiable ROI exists when implementing a unified ePayment solution More Secure than Paper Checks Immediate Electronic Remittance Delivery

Why Pay Electronically? Let’s Do the Math  Cost to process Check $2.25  Cost to process ACH$0.15  The math: 1500 checks/mo. at $2.25 each = $3,375  Annual cost = $40,500  If 50% move to ACH at $0.15 each:  Savings of $ $0.15 = $2.10 each  750 ACH payments x $2.10 = $ 1,575 per month An Annual Savings of $18,900 !

ACH or Fax Remittance MICR Laser Printers Your QAD Application Print Files eArchive - Save Copy as Indexed PDF File in EZContentManager Self Service Portal

ACOM’s Approach to Electronic Payments Rapid vendor enrollment Automated online enrollment process Easy vendor enrollment Immediately receive electronic payments and remittance Transaction archive Secure, online archive of payment transactions Access payment history quickly to resolve disputes Payment options Supports both MICR laser checks and ACH payments

Automated Vendor Outreach

Printed Vendor Communication

Automated Vendor ACH Enrollment

Vendor Request Approval Point and Click to add Vendor

Automated Electronic Remittance ( Addresses Automatically Captured from Self Service Website) ACH Payment Notification Remittance Information attached as PDF ACH Payment Notification Remittance Information attached as PDF

View Electronic Remittance

Automated Payment Notification

Archive - View Past Payments 24 x 7 Vendor Access to Past Payments Reduce Inbound Calls to AP Department

Automatic Payment Preference Update Banking information Automatically populated!

Summary - Why Pay Electronically? Significant Cost Savings Improved efficiency Ability to process more payments Improved ability to forecast cash flows Improved vendor relations Improved security (check fraud )

Questions & Answers

ACOM Solutions, Inc. Contact: David Adams Phone: (800) , ext Contact Us Capital Safety USA Contact: Andy McDonald