TASKMASTER SYSTEM GOAL is to reduce the cost of manual entry and manual filing of invoices and eliminate processing delays and lost discounts.

TASKMASTER uses OCR recognition to accurately capture all critical invoice data and eliminates manual entry and manual filing. Once the invoice is processed, an approval document is delivered to the approver using the TSI Workflow System that tracks the process. The approver can view all related documents during this process. The system reviews each invoice to determine is the vendor has issued a duplicate invoice in the past 60 days. In addition, the G/L Automated Account Assignment System will assign a G/L account number to each line on the invoice. Once approved, the invoice data is delivered to user’s Accounting System. The data is available for anyone with the proper security level to view all related documents in the repository.

THE REPOSITORY
The Repository is used to store the Taskmaster invoice images in a repository for inquiry further processing, combined with a powerful search capability.

The system is a Microsoft based OCR application operates with XP, Vista and Windows 7 operating system and employees a SQL database.

PROCESSING FUNCTIONALITY INCLUDES:
• Annotations: allowing notations directly on the document image, ability to hide data such as names, phone numbers, and credit card numbers and offer the ability to high light key subjects. Insert stamp info.
• E Mail directly from the image
• Faxes directly from the image
• Print documents
• Search capability includes full text indexing allowing any word or phrase to be presented to the user.
• Security is controlled by the user, allowing anyone with the proper security level to view documents from any location.

All Images are stored as original TIFF files and PDF files. Any annotated image is stored as a separate image, retaining the integrity of the original image.

WORKFLOW SYSTEM

Combined with Taskmaster and The Repository is a powerful Workflow System that monitors the flow of work throughout the approval process.

Once Taskmaster has completed the invoice data entry and the data has been sent to the SQL database and image repository, workflow monitors the approval process until the approver completes the cycle.

If the approver delays the approval process in a timeframe designated by the user (as an example: 24 hours), and the system does not receive a response, another email is automatically sent, and if the user wishes, a copy can be emailed to the approvers direct report.

GENERAL LEDGER ACCOUNT ASSIGNMENT AUTOMATION

TASKMANAGER allows the user two options for G/L assignment.
1. Manually enter the G/L account number on each line of the invoice using the Workflow System to track the assignment.

2. Automatically assign a G/L account number. In the beginning, the user manually enters the account number and the system creates the General Ledger Workbox Cross Reference file. Over time, the system will have a history of each product line and will be able to eliminate manual assignment.

The total of each invoice will be compared to the total general ledger distribution to assure accurate distribution.

After the process is complete, all like General Ledger account numbers will be summarized totaled, and sent to the accounting system G/L update.

CONCLUSION

Justification is the key to determine if TASKMANGER is right for your company.

BENEFITS:
• Increase the productivity of the Accounts Payable Staff
• Reduce invoice processing cost. Normally justified in less than 6 months.
• Enhanced data accuracy, while reducing time wasted on data errors
• Improve compliance and increase payable visibility
• Capitalize on invoice discounts and avoid late penalties
• Avoid costly and incorrect duplicate invoice payments
• Easily integrates with accounting systems, including SAP and Oracle, and others.
• Workflow assures there are no approval delays
• G/L account assignment provides consistent classification and reduced audit cost.