How Technology’s Paperless Initiative unlocked the full potential to automate the AP process in Edgewood ISD
Adam Galvan Director of Technology @EDGEWOOD ISD
• Electronic Forms• Workflow Automation• Online Dashboards
Speakers
Adam Galvan,
Director of Technology
Armando Ontiveros
Finance & Operations Analyst
Accounts Payable Process
Accounts Payable Concerns
‣ Filing Cabinets & Boxes of Paper‣ Limited Storage Space‣ Label Errors & Labels Missing‣ Email Limits – PDF‣ No Accountability‣ No Reports when Vendors Paid‣ Purchasing Approves POs w/No
Support
Accounts Payable Implementation
‣ When and how to backscan
‣ Focus on document retention
‣ Scan documents immediately up receipt
‣ Progression to electronic capture
Accounts Payable Implementation
‣Documents in Perceptive Content‣Ease and benefits‣Cost and space savings
Accounts Payable
End Users Save Reqs & Supporting Documents In Laserfiche Purchasing Approves PO Review Supporting Document Purchasing Moves PO Into Laserfiche Workflow Searches For RS Documents – Attached to Invoice Invoices Entered By Accounts Payable – Fill out Template AP Pending/Complete – Workflow Moves Document Compliance Pending/Complete – Workflow Moves to Ready for
Check Workflow Checks – Searches Vendor/PO Number – Attached Docs Email Sent To End User PO/Invoice Paid
Accounts Payable
Accounts Payable
• Incoming Invoices- All invoices that are stored in the campus/dept. invoice folder are copied into this folder
• Purchasing Pending Folder- Purchasing Dept. submits PO’s in folder. PO is then routed to various folders in Laserfiche
AP Purchase Orders – Purchasing submitted by Requesition, Next Purchasing Dept. are copied into this folder
• AP Receivable/ Checks Reports- Checks are stored in folder and emailed sent to end user – Invoice has been paid
Requisitions Support – End User copies Req & Support into folder
Supporting a Paperless AP Process
‣Patience with Employees‣Provide Plenty of Training‣Staff & Support‣Continual Improvement ‣Encourage feedback from end users‣Keep users engaged‣Document everything!!!
Fun Facts
‣ 7,768 checks as of Sept. 2013 – August 2014‣ 1 check run takes just as long as processing a
normal check run of 300 checks.‣ AP has now moved to 2 check runs a week ‣ As of September, Accounts payable has
processed 37 weekly check runs and 50 additional check runs.
‣ Accounts payable processes 150 invoices daily
Travel Requests and Reimbursements
Travel Form
Travel Form
Travel Settlement
Travel Settlement Workflow
Travel Settlement Workflow
Travel Settlement Workflow
Laserfiche with DashboardsLive Demo
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