Transcript Slide 1

Imaging and Workflow Automation
Session 5
About the Speaker
Ben Adams
Business Innovations Manager
Bentall L.P.
Ben is the Business Innovations Manager at Bentall LP, one of North America’s
foremost real estate advisory and service organizations. A graduate of the
University of Western Ontario, Ben has worked at Bentall since January of 2003.
Ben has worked to implement an innovative ECM strategy for over 600 users in
more than 50 locations across Canada and the Northwest United States. Ben is
currently based out of Toronto, Canada.
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©2010 Financial Operations Networks LLC
Agenda
• Who is Bentall?
• Life Before Invoice Automation
• Innovation with Invoice Processing
• Key Benefits
• Questions and Answers
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©2010 Financial Operations Networks LLC
About Bentall L.P.
Company Overview:
• Originated as a small construction company in 1911
• Largest Canadian-based real estate advisory
• Fully integrated services organization with over
$17.6 billion in assets
• Known for integrity,
innovation and results
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©2010 Financial Operations Networks LLC
The Lay of the Land…
Department:
• Accounts Payable
• JD Edwards 8.0
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Distributed environment of 50+ locations across Canada and Northwest U.S.
600+ users – Up to 80 concurrent users
Invoices and related documents: 700 – 1000 per day
2,900+ active business units
400+ bank accounts
180+ invoice coders, 300+ approvers, 1 administrator
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©2010 Financial Operations Networks LLC
Life Before
Invoice Automation
• Previous Process
― Office locations received invoices and completed coding on Excelbased form—often, made copies of both the form and invoice
― Inter-office mailed physical invoices and coding forms to managers
for approval
― Upon approval, documents were couriered to one of six
central offices
― Central office batched invoices, manually entered transaction
into JD Edwards then couriered the invoices to one of three
head-office locations
― Checks were produced, matched and routed for signature
― Checks double-checked to ensure all had been returned, then
payment sent in mail
― Physical checks with invoices were centrally filed by hand
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©2010 Financial Operations Networks LLC
Life Before
Invoice Automation (Cont’d.)
• Limitations of Process
― Multitude of copies
― Redundant process (JDE entry from previously
completed form)
― Slow turnaround times
― Painful audits
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©2010 Financial Operations Networks LLC
The Ideal Solution
• Invoice Processing
― Electronically assisted data capture
― Data validation
― Vendor control
― Automated approval workflow
• Document Retention and Reporting
― Electronic payables documentation retention
― Detailed audit trail reporting
― Performance reporting capabilities
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©2010 Financial Operations Networks LLC
Automated Invoice
Process with ImageNow
• High-Level Overview
― Invoices scanned at existing Multi-Function Devises in
distributed locations
• Automation
― Processed by ImageNow DataCapture and routed back to
scanner operator
― Real-time integration to JD Edwards
― Complex set of approval routing rules, sending invoices through
multiple levels of approval based upon predefined requirements
• Dynamic worksheet with multiple invoice types
• Dollar values
• Business units
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©2010 Financial Operations Networks LLC
Invoice
Processing Workflow
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©2010 Financial Operations Networks LLC
Automated Invoice Process
with ImageNow (Cont’d.)
• Controls
― Invoice approval is integrated into the vendor qualification
process to avoid invoice routing for non-qualified vendors
― Complex tax calculations on the invoice worksheet
― Scripts for vendor identification, duplicate invoice check,
reindexing from worksheet, validation, approval routing,
automated upload into JD Edwards
― Dynamic worksheet: Supports complex business rules
and ensures adherence to controls
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©2010 Financial Operations Networks LLC
Invoice
Processing Worksheet
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©2010 Financial Operations Networks LLC
Key Benefits
with ImageNow
Savings in Time and Effort
• Eliminated redundant activities
― Automated solution with ImageNow DataCapture
― GL coding directly on worksheet
― Automated Invoice Upload to JD Edwards
• Reduced invoice-to-payment cycle times
― Drastically reduced, especially utility bills
― Significant impact on utility bills
― Greater ability to capture early payment discounts
• Improved controlled environment
― Vendors, invoices, payments
― Segregation of duties
― 100% business rule compliance
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©2010 Financial Operations Networks LLC
Key Benefits
with ImageNow (Cont’d.)
• Integration with JD Edwards
― Rapid implementation – no APIs needed
― Real-time search capabilities embedded within ImageNow
• Improved transaction data quality
― Validation prior to entry into JD Edwards
• Easy to use
― Trainees quickly became trainers in their regions
― High end-user adoption
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©2010 Financial Operations Networks LLC
Questions
To ask a question, please press *1
on your phone or submit your question
using the chat function within the
Webinar interface.
If you have further questions,
please e-mail them to
[email protected]
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©2010 Financial Operations Networks LLC
Thank You!
For further information on this topic, contact
The Accounts Payable Network
2100 RiverEdge Parkway, Suite 380
Atlanta, GA 30328
Contact: [email protected]
866-827-6389
770-984-1184
www.TAPN.com