AP Automation with Kofax TotalAgility and Lawson APIA

Implementing Infor Lawson and APIA is an important investment in automating your Accounts Payable (AP) department. However, manually entering and processing invoice data is still a time and resource intensive task. Kofax TotalAgility is a powerful intelligent data capture solution that can extract, validate, and integrate invoice data from physical invoices to significantly reduce or eliminate manual data entry and processing around Infor Lawson and APIA.

Join RPI’s Alex Lindsey and Ben Nichols to learn how you can integrate Kofax TotalAgility with Infor Lawson APIA and let your AP processors focus on higher value tasks and activities.

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Transcript

Keith Wayland:
Hi, let’s go ahead and get started. Once again, my name’s Keith Wayland. I wanna thank you for taking the time to join this webinar on AP Automation with Kofax TotalAgility and Infor Lawson APIA.

We’ve actually been automating AP departments and AP solutions for over 15 years, and more recently we’ve had a lot of experience leveraging Infor Lawson’s delivered approval module with Kofax TotalAgility to develop cost effective solutions for invoice data capture and routing approval. We think this is a really good combination.

Two wonderful presenters for you here today. Mr. Ben Nichols, Mr. Alex Lindsey and I’m gonna hand off to them in just a second. First I have a couple of housekeeping items. One is we will be taking questions throughout the presentation. Michael Hopkins will ask them as they come up. They love hard, challenging questions so please lay them on us. Also, we will be recording this session. It takes us a few days to get it rendered and uploaded, but once we do we will send you a link so that you can re-watch and share.

With that, I give you Alex and Ben.

Alex Lindsey:
Thank you, Keith, very much for that introduction. Like you said, we are going to talk about AP Automation with Kofax TotalAgility, which is Kofax TotalAgility and Infor Lawson APIA. One note of business here. We do have another team, the Content Process Automation team is going to be doing another webinar. Ben and I are going to be talking about content management with Infor Lawson at 2pm Eastern Standard Time, 1pm Central Standard Time. And there are a plethora of other Lawson webinars going on today as well and we really encourage you to go check those out and sign up for ones that you guys may want to learn about.

For the CPA team, we are actually taking a quick break in January and we’ll be back with a bunch of other content filled webinars in February. To get us started, my name is Alex Lindsey. I’m a senior solutions architect with RPI Consultants. I have been working in the ECM Enterprise Content Management in the AP Automation space for a very long time. I like to design very weird solutions and I’m also a whiskey distiller.

Ben Nichols:
And I’m Ben Nichols. I’ve been working with RPI for a while now and I have four plus years’ experience in designing, scoping out, and creating custom solutions accommodating for a wide variety of both best practice solutions and custom business processes. But typically I focus on the realm of AP and process automation with inside of finance.

So a little bit more about our agenda today. We’re gonna be talking a little bit about RPI first. Then we’re gonna chat about Kofax TotalAgility, Lawson APIA, integrated solutions, and then we’ll wrap up with some summary and questions.

Alex Lindsey:
So a little bit about RPI Consultants. We have 80 full time consultants, project managers, the smartest people you can think of all sit out there and they’re way smarter than me. I just try to keep up. We also have offices located in Baltimore, where we are broadcasting from today, Tampa, as well as Kansas City where Ben and I hail from. If you guys are looking for solution support with Infor Lawson in particular, but we also are partnered up with Hyland for the OnBase/Perceptive software, Brainware software sphere, as well as Kofax. And that includes ReadSoft Online and things like that, as well.

We are also an authorized service provider and licensed reseller for Kofax products. Like I mentioned, that’s Kofax TotalAgility which we’ll talk about today a little bit more in depth, KTM, Kofax Capture, Kapow, as well as ReadSoft which I’m kind of a big fan of, as well. If you guys are looking for health checks, implementations, or just a quick chat about any of these, we’d be happy to help you out.

Ben Nichols:
Next up, we’re also a certified Infor Lawson alliance partner. We specialize in industries that include healthcare, public sector, commercial business, as well as a wide variety of additional industries. A lot of our solution expertise focuses on the financials realm, which includes AP and financial process automation. We also have great expertise with inside of human resources, supply chain management, version 11 CloudSuite. We know a lot of customers, that’s a prospect in their future, so we definitely have some experience in that realm. We also have knowledge within payroll and technical services with Infor products.

Alex Lindsey:
All right, so kind of jumping into it. How can we automate your invoice processing if you’re an Infor customer? One of the big ways we’d like to do this and one of the things that our team does really well is introducing some OCR technology. And this is where Kofax TotalAgility comes into play.

First off, Kofax TotalAgility at its core it’s a very robust and powerful workflow engine. Within that, you have the ability to do data extraction. So intelligent content and data capture. That means that we can pull details and values off of your electronic documents or scanned documents. It’s also a great tool for managing sometimes approvals, case managements for insurance claims and things like that, buyer reviews, packing slip extraction as well for PO documents and things like that.

Then AP and IP agility for Kofax TotalAgility is what we’ll really be focusing on today and that has to do with your invoice processing and data capture from there.

So what is the AP/IP agility? It’s invoice processing and accounts payroll processing. Essentially we streamlined capture. So if you have documents, your invoice documents, you probably have multiple ways that those are coming in. That could be EDI sometimes but most of the time it’s gonna be paper or email. There may again be a vendor portal that you have to download it from. Either way, we’d like to streamline the capture of your invoice documents into Kofax itself, into Kofax TotalAgility.

We have basically, a lot of times if you don’t have a front end OCR, we like to encourage our clients to streamline that. So work with your suppliers to basically say, “Please just send your invoices to this email address or to this location.” That way you can streamline that in.

After you capture your invoice documents, again this is something that we’d like to automate so no one really has to touch it yet, it goes into the extraction process. At this point, Kofax TotalAgility is built to basically read through all of your invoice documents. All the invoices that come in, it’s gonna try to pull values off of that and validate that against your ERP, against Infor Lawson.

If for some reason it has to stop, if it’s not confident in certain things, there will be a user verification, which I’ll talk about as well. Then after that, that data that we’ve extracted along with the document itself gets exported over to APIA for further handling.

So what does the data extraction and validation kind of look like? Essentially we’re pulling invoice header and line details. So if you have non-PO invoices we’re gonna get that header information. What that kind of looks like from a technical, slightly technical standpoint is that it’s gonna look for invoice number, invoice date, invoice amount, it can pull any value that’s on the document itself you can basically train Kofax TotalAgility to pull that information. It’s also going to try to find your supplier information. If you have a PO on the invoice for instance, that’s typically tied to your vendor information, your supplier information, so we can logically make that assumption and make that connection with the data itself.

If it’s not, if you don’t have a purchase order number on your invoice document, we can look at the address and match that up against your supplier master within Infor, as well. At that point it’s doing all this on the back end. Your users aren’t doing anything yet. It’s pulling these values and it’s making logical conclusions as to what this information is based on where it is on the document and where it needs to go into APIA.

Like I mentioned, if it does need to stop for any reason, that’s typically…it could be a number of different reasons. It could be image quality, so if the image itself is garbage or if it’s a yellow piece of paper or something like that. That sometimes happens and it could require a user intervention. There is a nice web based user interface for these people to do that. So basically your