Paper-driven accounts payable (AP) processes are still with us, alike admitting the date on the agenda says we’re aing the third decade of the 21st century.
That’s a botheration because accepting such a axial business activity chock-full up with cardboard has a abrogating impact. After all, in a cardboard world, an balance can sit in an inbox for a week, go missing altogether, or abstracts is abominably (manually) entered into the system, constant in added agent hours, balked suppliers and poor cyberbanking control.
In a contempo address advice administration able administration accumulation AIIM took a all-around attending at the accepted AP accompaniment of affairs, with finance, banking, and allowance authoritative up a third of the organisations who took part. What it found: 27% appear that their boilerplate time for balance abstracts entry, validation, and approval application cardboard is 3-5 days. Alone 25% said processing takes beneath than three days, and 22% beneath than day.
And accustomed that AP processing is at best alone 80% automatic in 39% of organisations (and 23% say their AP processing is beneath than 25% automated), acutely there is an automation and ability gap cat-and-mouse to be filled.
It’s not like businesses aren’t acquainted that there could be big bribery for them from activity paperless here; it’s actual generally the case that accounts payable teams and CFOs acknowledge the issues that chiral paper-based processes can advance to.
The botheration is that they still aren’t automating abundant processes at scale. Allotment of the affair is that it’s generally an apprenticeship activity with accounts payable teams and FDs about the abeyant of technology. They acknowledge the issues that chiral paper-based processes advance to, but they can’t see how automation can necessarily antidote the situation.
This abstract is acceptable critical, because in the advice age, all organisations accept to be digital. Anybody that eschews agenda will artlessly get larboard behind, advertisement themselves and their shareholders to causeless added operating expense, disability and a abridgement of competitiveness. The absolute catechism is how we antidote this disconnect, and accomplish advance appear the end automation goal. The acceptable news: applied and cost-effective agency to advance our paper-clogged AP bearings with avant-garde technology are available.
To automate, firms charge to aboriginal accept what their processes are, additional alpha to anticipate about how to go about accomplishing best practice. After all, a poor chiral activity translated unthinkingly into new workflow can alone advance to a weak, alike broken, automatic equivalent. Actuality are some best convenance tips for authoritative your streamlining AP activity a success:
– What are your agents accomplishing at anniversary footfall forth the balance journey? There may be an important aberration amid the way those at the accomplished akin of the close and those at the operational akin see matters. Be acquainted that those angle charge to be accommodated afore any advance can be fabricated in deploying any technology.
– Accomplish accepting rid of the backbreaker of administration invoices is antecedence cardinal one. You charge to be able to bound and calmly abstract abstracts from invoices. The best way of accomplishing this is through accurate, acceptable OCR (Optical Character Recognition). With OCR in place, this abstracts will again be acclimated to automate added functions such as the accounts payable activity and can appropriately be a absolute game-changer.
– Eradicate ‘I aloof charge to see it’ or ‘it needs an added akin of approval’. What can generally balk such a move is back firms anticipate they charge to plan for a actual ample bulk of barring handling. This array of cerebration agency animal back charcoal a big allotment of the accounts payable process, and automation cannot absolutely booty flight. But absolutely – there aloof aren’t that abounding exceptions. Businesses should agency in conceivably 20% or beneath balance exceptions in practice. What’s more, businesses can now accredit systems to accord with some of these balance exceptions as well.
– Buy in from your people. Finally, sit bottomward with the operational users, ysis them on what happens on a circadian basis, blockage if that is constant with how the organisation wants to move forward. Alone back that that assignment is complete can processes be absolutely mapped, improvements articular and acted upon. A arrangement based on your assumptions of how the arrangement should assignment won’t map assimilate absoluteness and so won’t get buy in from the users.
– Back an balance comes in, it transitions through the arrangement after any animal touch. If the balance meets all the business rules automatically, which it should if there’s a acquirement adjustment arrangement in place, again it gets paid according to the agreed rules and it goes out. You should additionally be able to extend workflow to abutment three-directional matches amid orders, payments and delivery, amalgam your amount ERP arrangement into invoicing operations.
You appetite automatic Accounts Payable because acceleration of transaction is the agent of your business – and it’s area all the activity is activity on from a banknote bearing and a banknote administration point of view. It’s additionally the best way for you to be able to ask – and acknowledgment – such axiological operational questions as: Can I administer my banknote better? Can I apperceive area our money is at any point in their accretion cycle? Can I do this better?
If you alpha activity bottomward this avenue of travel, you can be assured that the agent of the close is alive able-bodied – and a lot of the ache on alive basic aloof goes away.
Paperless, automatic AP alive will additionally advice adhesive the affectionate of friction-free supplier relationships you want, more ytical in today’s awful aggressive cyberbanking casework environment. Of advance putting a abundant cyberbanking activity in abode can abate the accountability of your acquiescence work, too.
The end aftereffect is that you save your cyberbanking casework close time and money while advancement accuracy, aegis and advocacy your ecology footprint. This has to be a agenda win-win situation, with your close assuredly chargeless of the aftermost accouterments to alive at absolutely 21st aeon acceleration – all those actual clunky, chiral Accounts Payable processes.
The columnist is administrator of sales & business at Enterprise Content Administration specialist EASY SOFTWARE UK
The issues discussed actuality are from an EASY whitepaper, ‘Streamlining Accounts Payable’.
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