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How AP Automation Empowers Multi-Unit Leaders & Finance Execs


Staff member
Mar 22, 2024
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Michael Krieger: Right this moment, we’ll be discussing accounts payable software program and automation.

As you’re employed with the onePAY staff at OneDataSource, I consider your experience will drastically improve our understanding of the advantages of accounts payable automation. Let’s dive proper in.

When contemplating software program that automates both half or all of a course of, like AP automation, what are the important thing advantages that it brings to an finish person resembling an AP or accounting supervisor?

Anna Anderson: At the beginning of the method, every little thing boils all the way down to bill assortment and integration into onePAY.

We work intently with our purchasers to determine an environment friendly system for invoices to return in, emphasizing emails and fewer on exhausting mail. This enables invoices to seamlessly stream into the appliance. This is step one. Having a strong course of at this stage considerably impacts the rest of the method, particularly by way of bill processing. The power to electronically generate invoices by way of electronic mail pollers, amongst different issues that we arrange, initiates a clean, fully-automated course of.

Now, shifting to the processing facet and numerous automation choices, onePAY gives a plethora of choices. As a shopper, you may select the diploma of automation that fits you, both diving straight right into a highly-automated course of or step by step easing into it. Automation is perhaps a brand new idea for some purchasers, so we will adapt to what your group is comfy with.

For those who’re prepared for full-scale automation, we’re right here to assist set up it easily. If automation is new to you, we will take it gradual. It’s actually as much as the shopper and their consolation stage.

Now, let’s delve into some particular areas of automation. One of the vital important is approval routing. When organizations don’t use an accounts payable automation instrument, invoices are sometimes left on desks and emails ping-pong backwards and forwards. It’s not a streamlined course of. With the onePAY platform, the AP processing facet is simplified and instantly routes to a person for approval. We will implement customized routing guidelines to streamline the approval course of, generally primarily based on a GL code or a particular location. This fashion, your accounts payable staff and approvers, whether or not they’re throughout the AP staff or in operations, can make the most of the platform for a extra streamlined approval course of.

The automation isn’t just restricted to AP bill processing however extends by way of to the ultimate step.

By way of automated GL coding, we now have the potential to arrange what we name ‘default GLs.’ In your distributors who recurrently ship easy, customary invoices which can be persistently coded to the identical GL, we will put these default GL codes into place.

As an example, in case you have a vendor that all the time offers landscaping companies, we will take that burden off your AP staff. We set up these defaults on the vendor stage, tailoring them particularly to your wants. So for a selected vendor, we will assign a particular GL code. This not solely helps decrease person error, because the code is pre-filled but additionally permits for flexibility.

If an exception arises requiring a distinct code, it may be simply adjusted within the system. This automated GL perform operates on the vendor stage and is very customizable, additional decreasing the AP staff’s bill dealing with.
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