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Electronic Invoicing
Stop the Double Entry
Introduction
• To be presented:
• Technical and high level business processes used to import invoices from auxiliary units’ systems and interdepartmental billing.
• Takeaways: » Understand why we needed this level of automation
» General concepts of how we implemented this solution.
» Understand the time and effort we have saved.
Agenda
• Background: Appalachian State University• Opportunity Knocks• Design• Implementation• Benefits
• One of 16 universities in the University of North Carolina system.
• 18,000 students• 918 full-time faculty• 2,912 full and part-time staff
Opportunity Knocks• Enterprise Auxiliary Units – Previous Process
Opportunity Knocks• Enterprise Auxiliary Units – Desired Process
Opportunity Knocks• Internal Service Auxiliary Units – Previous
Process
Opportunity Knocks• Internal Service Auxiliary Units – Desired
Process
Design
• Goals:
• Meet GAAP
• Easy, quick, accurate
• Expandable
Design - Enterprise
Design - Enterprise
Design – Internal Service• Manual process for department to offer more
flexibility.
• Two choices
• Create a space delimited file, upload the file to Unix server, email AP to process the file.
• Banner Auxiliary Billing form - FZAAUXB
Implementation• Banner Finance requires some set up for each
feed
• Enterprise – most automated – require most IT development
• Internal Service – very little IT development for each new feed
Implementation – Banner Finance Set Up
Implementation – Banner Finance Set Up
Implementation – Banner Finance Set Up
Implementation – Banner Finance Set Up
• FZAAUXB Example with Template:
Implementation - ePrint
• All feeds are archived in ePrint.
Benefits• Over 7 years 473,162 invoices or journal entries
processed.
– Assume 30 seconds for each invoice or journal entry and an estimated time saved is:
• 98 weeks or > 2 years
• Known processing time for AP
• Increased accuracy
• More easily auditable
Summary
• Computers love to work – we should let them.
Questions
Kevin Patterson
828.295.2047
pattersonkm@appstate.edu
Appalachian State University
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