THE A/P SECURE SYSTEM:

Purchase Orders:
The Purchase Order (P.O.) is created in the client’s accounting system and a copy of the P.O. is automatically placed in the Virtual Invoice Repository.

Receiving Reports:
The accounting system also creates a receiving document. The data is stored in the receiving department workstation waiting for merchandise to arrive. When the merchandise is received, any discrepancies will be entered and sent the A/P System. The corrected receiving report is also placed in the Virtual Invoice.

Vendor Contract Compliance:
The buyer enters any special contractual agreements with the vendor (discounts, rebates or other pricing issues) and placed in the Virtual Invoice.

Invoice Automation:
When the invoice is received, it is scanned and the digital image is automatically converted to Optical Character Recognition (OCR). The data from the invoice is automatically placed into the Virtual Invoice. .

Automated Invoice Audit
All of the necessary audit elements are available in the Virtual Invoice; the P.O. has the quantity ordered, and the price. The receiving data has been verified, as well as the buyer contracts and invoice data are all stored in the Virtual Invoice.

Next, the Automated Audit process completes the three way match and applies the contractual data. The result is measured against the scanned invoice resulting in the correct amount to be paid. (Any discrepancy in this process is e-mailed to the appropriate A/P Professional and researched for resolution.)

Workflow invoice Approval
When the Pre audit process is complete, an e-mail is sent to the appropriate person(s) for check approval. Workflow will track the approval process to make sure there are no delays. The approving parties can double click on the P.O. number and view all the associated documents that pertain to this invoice. . The Pre Audit system with electronic signatures will be automatically sent to for G/L account number assignment.

General Ledger Account Assignment
The approval invoice is automatically sent to for General Ledger assignment module and each line on the invoice is automatically assigned the correct account number. When completed and balanced, the invoice is sent to the A/P accounting for check preparation.

The automated audit process will result in the proper amount being paid to the vendor prior to the check writing. This was accomplished with minimum manual input and all document images have been stored in the document repository available for anyone with the proper security clearance to view.

What has been accomplished?

• Eliminates paper related problems. Manual filing is eliminated. Misplaced, misfiled, lost paper is eliminated. Filing cabinets, floor space, folder preparation are eliminated.
• Archive files and associated cost is eliminated
• Manual data entry is eliminated
• With proper security level, anyone can access documents from anywhere.
• All data can be captured at a remote site or at a central location. This eliminates lost dollars due to oversight or not knowing about a corporate deal file.
• Workflow has eliminated payment delays that cause lost discounts.
• A/P Secure offers a File Management System.
• The A/P Secure addresses corporate productivity goals.
• Cost justification is normally less than 12 months, many times in 6 months
• The system is totally Microsoft compatible
o Web hosting
o SQL database
o .net framework security