AP Automation with OnBase

Accounts Payable is such a critical department for any organization and invoice processing offers a significant opportunity to reduce errors, delays, and costs – getting vendors paid faster. OnBase by Hyland offers a suite of tools and modules to automate invoice processing and other process improvements.

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Okay. Hello everyone and thank you for joining the Accounts Payable and Invoice Automation webinar. A couple housekeeping items before we get started. This webinar, like all our others, are recorded. If you have any questions, please post those in the GoToWebinar question panel, so we can read those throughout the webinar. Just let you know, we are having a couple issues with audio, so there may be a couple parts in this webinar where you may have to adjust your volume, so I do apologize in advance for that. So, let’s go ahead and get started.

So, this is the webinar on Accounts Payable and Invoice Automation. Hopefully you guys find a lot of value in this webinar as Accounts Payable is such a critical department for any organization. We would like to help speed up any type of the invoice processing to reduce errors, delays, and of course get your vendors paid faster. Hyland has a lot of different tools and modules to automate the invoice processing, and to improve your processes. So hopefully, you guys can find value in this webinar.

Before we get started, we are doing a 2020 OnBase webinar series. Listed here on the screen, we do have some other webinars that we will be hosting this year, so please go to our website and sign up for these if you haven’t already. I do like to mention that the Migrate Report Services to Reporting Dashboard webinar on March 4th is a pretty important one, as Report Services is the module that is being sunsetted with Hyland. So, if you are using that right now, that may be a good webinar for you to look into. Or if you’ve never used Reporting Dashboard, that definitely gives you an opportunity to see that module a little bit closer.

So just a little bit about myself. My name is Cailen Myers, I am a senior consultant here at RPI. It’s been supporting OnBase for over 10 years, designing, implementing, supporting, upgrading. I feel like almost everything OnBase I’ve done. I do have quite a few OnBase certifications, and also EPIC certification. I specialize in healthcare, and then the EMR and ERP integration. And on a more personal level, I am a mom to three Siberian Huskies. And if I have any free time, I do like baking and scrapbooking.

But I’m sure you guys did not come here to hear about me, so let’s get started with the agenda. We’re going to go over the AP automation products and solutions, the OnBase solutions for AP automation, and then we’ll do a summary and answer any questions that we may need to not get to during the webinar.

So, the AP automation overview, I know most of you probably know what it is, but for those of you that are not as familiar, or with just like a little touch up. The reason we want to move to AP automation is because there’s a lot of pain points when we’re doing manual processing. Physical documents are passed back and forth, between departments, users’ locations. There’s continuous email stream. There could be a loss of invoices. Duplicate invoices. No line of sight. No accurate reporting. And manual invoice data entry is of course a very large pain point for time and mistakes.

So, if those manual pain points are not enough reason to move to AP automation, some additional reasons why, is to reduce the cost. So, we want to make the processes for doing the invoices faster, with less overhead. Qualify for early payment discounts. And of course, we want to avoid any of the late payment penalties that you may incur. We also want to reduce errors, so employees can actually focus on the exceptions and poor-quality images, and not having to manually key in the information correctly. We would like to reduce any delays, increase the percentage of straight through invoice processing, increase visibility, so everyone knows where the document is at all times. And then the request to check audit and matching.

Through AP automation, in a perfect world, you would capture the invoice, if that’s via scanner, email, faxes. I’m not sure if too many people use faxes anymore, but that’s still an option. Once you capture the invoice, then you would want to actually capture the data. Header data line items, data validation. Once you have all the data captured, you would want to do any type of exception or workflows. So, this would be included, invoice exceptions, vendor exceptions and manual reviews. This is usually something that someone in the AP department would be reviewing. And then of course we have the approvals.

So, once your document is in the system, you have all the values on it, you make sure you pass all the exceptions, now we need somebody to review this document with notifications, any exceptions, and also do any type of invoice coding. And then of course we need to store the document. And then there should be some type of EPR integration. I’m sorry, ERP integration, so we can process the payment. So, it’s great when we have the document, but of course we have to go ahead and process that payment afterwards.

Let’s talk about the product and solution. So, we want to capture the document itself, that actual invoice. So, we can use Yoga Capture, which allows for to a specific inbox or EDI. We can use the OnBase Mailbox Importer. This module will monitor an email address for any new emails, and it will bring the documents directly into OnBase. You can send them into a scan queue, or a workflow queue. There’s the more traditional, OnBase Scanning or OnBase Sweep, so if you want to put all your images in a location on the network and sleep those in. And then the OnBase EDI processor. There are other modules with OnBase that you can use, but these are some of the main ones that we typically see.

And then we want to capture our data. So, this is all the keyword values like I mentioned before. The line items, the header details. Those tools vary, depending on what features and functionality you’re looking at using. There is Kofax TotalAgility, Kofax ReadSoft Online, and then Brainware by Hyland. And all these options you can still use OnBase as well. So, everything we’re going through, you’re still going to be able to plug OnBase in here, use the software here. Whatever’s best for your organization.

Like I said, we want to receive the document. We want to capture the information off the document. And then we want to validate the document. Data validation can be done in Yoga Connect. It also can be done with Application Enabler. And then for the exceptions you can use the OnBase Workflow or the Kofax TotalAgility. You’ll see here along the side, a lot of the software that we use will give you a warning if something’s missing, or maybe it’s not sure if it’s the correct information or not.

So, once we received the document, we index document we approve the document, or we verify the document, work any exceptions, then we need the approvals. Does this manager approve it? Does this director approve it? And there’s many different tools as well that we can use for approvals. So, invoice has the APIA, or Invoice Automation, depending on what version of Infor you’re on. There is a SAP Process Director, OnBase Workflow, or you could also use OnBase Workflow Approval Management in conjunction with OnBase Workflow. So, we’re going to go into those a little bit deeper here in the next few slides.

I know that’s a lot to take in, so I’m just going to go over a couple of the different solutions they we’re offering. Again, for the AP automation, these can again be mixed and matched. You don’t have to use everything that we’re showing. It can be intertwined different ways. So, one solution that we are offering is OnBase Capture and Approvals. So, this solution would use OnBase to capture the documents. Again, the same way that most organizations are doing it. Via scanner, email, fax, EDI, scans or sweeps. Once the document is captured, we would run those through the Brainware by Hyland. This will automatically classify the document, which would put all the keywords on the documents, such as that invoice number, PO number line items. Once that is captured and processed, then it would go through a workflow for routing. This could use the standard Workflow, or it could also use the Workflow Approval Management. I am going to show a small demo of how the Workflow Approval Management works.

This is a demo of the OnBase Workflow Approval Management. The OnBase Workflow Approval Management is a module that would be used in conjunction with OnBase Workflow. The OnBase system admins would still look into Studio and create a lifecycle in the workflow. Once the lifecycle is created, they would then create an approval process within Studio. They would add the approval rules and the user groups. And then they would create a workflow queue that would use the Workflow Approval Management. Once everything is configured in Studio, they can then provide access to their super users to be able to create the actual workflow approval of management rules. That is all done in the OnBase Unity Client.

So, I have locked into OnBase Unity Client, I am going to go up to Approval Management, and then I’m going to select the approval process that my system administrator advised me to select. And this would be the AP Invoice Approval. In here you can see we have an auto approval path. This would be used if you have any type of invoices that can automatically be approved, and do not need any type of review or additional approvals. So, let’s just say, any invoices that are over… I’m sorry, that our $5, you can automatically approve those. And then it just goes to the normal processing.

In this example, you’ll notice that we have set up the auto approval path for the following criteria. So, we’re saying if all of the following conditions are true, so those conditions would be that the document type is an AP non-PO invoice and the company keyword is equal to 100. So, if these two pieces of criteria evaluate true, these invoices are automatically approved.

If we would like to send documents through an approval path, we would use the approval path down here. So, we have our first approval path, which is non-PO invoices. Again, let’s take a look at the high level here. So, this is just saying if this evaluates true, that document type is called AP non-PO invoices, we would then go ahead to our next level. So, this is telling us, if it is a non-PO invoice and it did not meet the criteria above, it would need to be approved by an AP Manager, or of course, the OnBase Manager account is set up in this one.

Let’s go to our next l