Microsoft Dynamics GP Paperless Automation The Challenges Benefits

Microsoft Dynamics GP Paperless Automation The Challenges, Benefits & Value David Adams Regional Manager

What we’ll cover • • What the Industry Reports • Over-reliance on People-Based Processes • What’s Driving Automation Adoption Paper-Based Manual Processing • The Challenges, Processes and Inefficiencies • The Phases of Automation – How It Can Be Most Effective • Paperless Automation - Benefits, Advantages & Gains • An Efficient Paperless Approach • Wrap-up

What does the industry say?

Over-reliance on People-Based Processes Majority of invoices still received via paper format Manual data entry & inefficient processes Manual routing of invoices for approval Lost or missing invoices Decentralized invoice receipt High number of discrepancies & exceptions “An over-reliance on people and paper-based processes emerged as the biggest problem plaguing AP departments” - Pay. Stream Advisors 2014 Electronic Invoice Management Report

What’s driving the move to automation? Reduce overall processing costs Accelerate invoice approval time Reduce lost invoices Eliminate AP department paper Improve cash management Strengthen supplier relationships Improve spend visibility Better audit capabilities Incremental supplier discounts Source: Pay. Stream Advisors 2013 Invoice Adoption Benchmark Report

Paper-Based Manual Processing Capture: – – Creation of invoice by supplier Delivery of invoice to buyer Sorting and routing of the invoice to AP dept. Entry of invoice into AP system Quality Assurance: – – – Verify and supplement supplier data Validate math on invoice Match invoice to order, receipt and contract Assign to cost centers Ensure correct tax treatment Routing/Circulation: – – Determine approval authority Circulate invoice for approval Resolve disputes with supplier Monitor status of approval Reporting & Filing: – – Record expense in General Ledger Move to settlement Store and archive for tax audit purposes Respond to supplier status inquiries

Paper-based Systems The Challenges and Process Inefficiencies • Tracking down invoices & documents • Lengthy processing, matching and approval processing • Inefficient data entry, scanning and manual tasks • Fixing errors and inaccuracies • Timely resolution of exceptions, inquiries & disputes

Paper-based Systems The Drain on Productivity and Profits Inefficiencies and outmoded processes: • Increased staffing requirements • $9 avg. cost to process an invoice • Reporting difficulties invoices, accruals and cash liabilities • 43% of companies take <10% of early payment discounts

So what are the phases to true paperless automation?

Paper- Based Paper with Imaging Digital Workflow Driven Full Automation Completely Paper-Based Plus Imaging, e-Invoicing, Email, Minimum Paper Completely Electronic Data Capture Manual Keyboard Entry Manual Entry from Paper or Image OCR Assisted Keying from Image OCR Approval Process Manual Workflow Approval Automated Workflow Exception-Based PO & Receiver Matching Manual Matching Automated Matching Exception Handling Manual Search, Retrieval & Response Electronic Retrieval Relational Content Management Reporting Manual Automated & Manual Real-time, Predictive Fully Integrated Environment Disconnected Partly Centralized Decentralized Invoice Receipt Inquiry

Studies Clearly Demonstrate the Advantages & Gains 25% improvement in labor productivity 90 -95% reduction in paperwork Simplify and accelerate review and approval process Elimination of lost invoices, late payments Improved transparency and visibility

An efficient, paperless approach Scalability • Meet demand during peak processing periods Automation • From capture through decision approval workflow and transaction processing Real-time processing • Ability to see what’s in process, where it is in the cycle Easy three-way matching • Invoices, purchase orders, and shipping documents Content Management • Everything is text searchable, cross-referenced with index data, - digitally organized Reports • Improve consistency and visibility over invoice processing cycles.

acom What we do for Content Management + Workflow Automation Designed for Dynamics GP Complete GP Transactions Directly From Workflows Real-Time Reporting Error Handling & 3 -way Matching Simultaneous Archival Compliance and Audit Control Payables & Sales Order Processing Designed for Microsoft Dynamics GP “Live” GP Transaction Queues No Import/Export of Data Instant Access Direct from GP Screens & Tablet Devices