By Small Business for Small Businesses and Non-Profits
Automate AP Processing on a beer budget
Accounts Payable
Every company needs to pay bills. Unfortunately not every company has an efficient process in place. This can lead to a rushed payment process. Late fees or even denial of service.
Cash flow management is the life blood of every organization. Having the right AP process in place in vital.
AP Processing Options
DigiTrans Can Provide AP Processing Solutions
We offer several simple AP processing solutions. Our solutions are developed using RICOH Automated Data Capture and Microsoft 365.
As you read through the options, you may ask yourself "Why is DigiTrans exposing so much of their magic?" You might say "I can do this myself." The answer is simple. Learning the applications, figuring out how to make them work together and finally building the process takes time. Unless your time isn't worth much, doing it yourself will cost way more than using DigiTrans will.
SharePoint for AP Processing
At the heart of information management in Microsoft 365 is SharePoint. This application enables organizations to build intranet (private) websites. We use a Document library to store PO's, packing lists, invoices, etc. We use RICOH Automated Data Capture (ADC) to automatically route these documents to that library. ADC also populates the metadata for that file (PO#, invoice amount, date, etc.). We then use Power Automate to send requests for invoice approval. There's a great deal more to it than that, but this provides a user with the ability to make a 3-way match and pay the invoice.
3-Way Match in Dynamic Cloud Database
If you aren't using Microsoft 365 or don't want to get into creating a SharePoint site, we have another solution. DigiTrans offers a 3-Way matching process built on RICOH Automated Data Capture (ADC) and RICOH Dynamic Cloud Database (DCD). In this process we use ADC to process the PO, packing list, invoice, etc. Through our magic we synchronize all of this into a web application know as RICOH Dynamic Cloud Database (DCD). Here the user performs a 3-way and requests payment approval.
Simple Folder Filing
Okay, you don't need to do anything more than store the PO, packing list and invoice together in a folder. Not a problem. Using RICOH Automated Data Capture (ADC) metadata is extracted from an image. That data is used to route the file to the right folder and create a file name. Automagically, all of the documents for a PO end up filed together.