1. Electronic Invoicing Stop the Double Entry

2. Introduction To be presented: Technical and high level business processes used to import invoices from auxiliary units’ systems and interdepartmental billing. Takeaways: » Understand why we needed this level of automation » General concepts of how we implemented this solution. » Understand the time and effort we have saved.

3. Agenda Background: Appalachian State University Opportunity Knocks Design Implementation Benefits

4. One of 16 universities in the University of North Carolina system. 18,000 students 918 full-time faculty 2,912 full and part-time staff

5. Opportunity Knocks Enterprise Auxiliary Units – Previous Process

6. Opportunity Knocks Enterprise Auxiliary Units – Desired Process

7. Opportunity Knocks Internal Service Auxiliary Units – Previous Process

8. Opportunity Knocks Internal Service Auxiliary Units – Desired Process

9. Design Goals: Meet GAAP Easy, quick, accurate Expandable

10. Design - Enterprise

12. Design – Internal Service Manual process for department to offer more flexibility. Two choices Create a space delimited file, upload the file to Unix server, email AP to process the file. Banner Auxiliary Billing form - FZAAUXB

13. Implementation Banner Finance requires some set up for each feed Enterprise – most automated – require most IT development Internal Service – very little IT development for each new feed

14. Implementation – Banner Finance Set Up

17. FZAAUXB Example with Template:

18. Implementation - ePrint All feeds are archived in ePrint.

19. Benefits Over 7 years 473,162 invoices or journal entries processed. – Assume 30 seconds for each invoice or journal entry and an estimated time saved is: 98 weeks or > 2 years Known processing time for AP Increased accuracy More easily auditable

20. Summary Computers love to work – we should let them.

21. Questions Kevin Patterson 828.295.2047 pattersonkm@appstate.edu Appalachian State University