1. Automating Accounts Payable
Imaging Made Easy
With SimpleCapture!
ABBYY USA

2. Agenda: Automating Accounts Payable What are the issues in AP?
How can we resolve them?
What is the ROI and what are the benefits of automation
Demo of the solution: SimpleCapture

3. Automating Accounts Payable

4. Automating Accounts Payable

5. Automating Accounts Payable

6. Typical AP Process Manual Receipt & Handling Manual AP Process
Send invoices to the AP Rep responsible for processing invoices
Receive invoices
at AP Dept.
Sort invoices
Batching, sorting stamping with date rec’d, and assigning GL codes
Manual Receipt & Handling
AP Rep keys invoices into the ERP system. Line-item matching may be performed on PO-based invoices.
Perform batch edit reporting
Correct entries as needed or proceed directly to releasing batches for payment
Manual AP Process
Perform check run
Manual Paper Filing & Retrieval
Send invoices to temporary on-site storage
Send invoices to long-term off-site storage
Pull invoices for audits and various other business requirements
Let’s quickly talked about a Typical AP Process. Basically there are a number of steps that occur in the AP dept. for handling invoices.
CLICK1: First is the receipt and handling of the invoices. Invoices are being sent by the vendor to the AP dept. Once they are sent, they are sorted and sent to the AP rep responsible for handling the particular vendor file. The AP rep will then date stamp each invoice and creates a batch in the system by assigning general ledger codes to them.
CLICK2: The next step is the AP Process. This is where the AP rep will actually key in all of the invoice data [including the line item details] into the system. If the invoices are PO-based invoices, line item matching against the ERP system may be performed. The next step is releasing the batches for payment, which will then kick-off the check-run process.
CLICK3: The last box refers to the paper filing and retrieval of invoices. Basically, once invoices are processed by the AP clerk, they are sent to an on or off-site storage for retrieval or compliance purposes. From time to time, when there are inquires on these invoices, AP clerks may want to retrieve these invoices and respond to the different requests. This process is a very time consuming task for the AP rep.

7. Automating AP Process with SimpleCapture
A Semi-Automated Solution for the
Processing of Invoices & Purchase Orders
SimpleCapture is a technology that will lower invoice & data
capture processing time and costs which will allow the
Accounts Payable process to run more efficiently
Verbally talk about other terms that also equal to structured forms (such as un-structured forms, or flexible forms). 7

8. Automating AP Process with SimpleCapture
SimpleCapture allows you to:
Reduce data entry by 50-80%
Apply business rules
Validate against databases

9. SimpleCapture Key Benefits
Input from any image source
Image pre-processing
Pre-built profiles
OCR, OMR, Bar Code recognition
Click-entry
Cursor Guided Operation
Assisted search values
Auto-Find
Auto-Filling
Click-entry of tables
Column recognition, with cross validations

10. SimpleCapture Key Features
ODBC, SQL, and XML export
Image and Metadata export
Integration with:
SharePoint
Alchemy
PaperVision
Laserfiche
Sentry File

11. Automated Automated Automated Automated AP Process
Send invoices to the AP Rep responsible for processing invoices
Receive invoices
at AP Dept.
Sort invoices
Batching, sorting stamping with date rec’d, and assigning GL codes
Automated Receipt & Handling
AP Rep keys invoices into the ERP system. Line-item matching may be performed on PO-based invoices.
Perform batch edit reporting
Correct entries as needed or proceed directly to releasing batches for payment
Automated AP Process
Perform check run
Automated
Automated
Automated Paper Filing & Retrieval
Send invoices to temporary on-site storage
Send invoices to long-term off-site storage
Pull invoices for audits and various other business requirements
So, what does this translate into? As you can see, most of the processes we discussed before [which were manual] will now be automated. Anything from sorting invoices, to assigning batch codes or GL codes, to keying in every single piece of information from the invoice, and of course the retrieval of the actual invoice, it is all going to be automated. Thereby, reducing your overall cost in processing invoices within your AP dept.
Automated

12. ROI Calculation ROI achieved in 4 months!
Invoice Processing Labor
Current Full Time Employees (FTE) 4
Estimated FTEs with SimpleCapture 2
Total Labor Reallocation or Reduction
1 $40,000/year = $40,000
Expense Reduction
Invoice Processing Labor (2 x $40K)
$80,000
Total Annual Savings
As we mentioned previously, this hospital had 12 AP clerks. We estimated the minimum reduction of labor in their AP dept, which translated into 6 people. Fully loaded resource cost is $40,000 per year for this particular region of the country. Therefore, reducing AP clerks by 50% resulted in a $240K annual cost savings. After an assessment we performed for them, we also found out they spend more than one FTE per year searching or retrieving invoices. Therefore, this added another $40K of annual cost, which was eliminated. In conclusion, total reduction amounted to $280K. This customer was able to realize the return on investment for this solution in less than 9 months. Very impressive!!
ROI achieved in 4 months! 12

13. Benefits of Automation
Reduce costs
Improved business process
Take advantage of early pay discounts
Fewer errors
Better vendor relations

14. Semi-Automation vs. Full Automation
Automated
Semi-Automated
High cost of creating and
maintaining templates
Manual processing of one time or low volume customers
Long and costly implementation
And training process
No Templates
Semi-Automatic processing of all Invoices & Orders
Implementation and training quick and easy
Verbally talk about other terms that also equal to structured forms (such as un-structured forms, or flexible forms). 14

15. Automating Accounts Payable
DEMO

16. Why SimpleCapture will improve time factor for your business?
Summary
Why SimpleCapture will improve time factor for your business?
Easy to install, set up and use
Includes pre-built invoice and purchase orders profiles
Auto-Find self-learning technology
Database Look-up & cross checks provide automatic data validation
A range of licensing options that fit any budget and requirements
Page-unlimited licenses
Low-cost versions for small business
Verbally talk about other terms that also equal to structured forms (such as un-structured forms, or flexible forms). 16

17. Artsyl Technologies, Inc. 905-326-0676 www.artsyltech.com
SimpleCapture in Accounts Payable
Thank You!
Artsyl Technologies, Inc 17