Dunedin City Council
Refining invoicing processes with ApprovalPlus
ApprovalPlus Procure-to-Pay software frees your accounts payables department from the time consuming and manual tasks traditionally associated with matching purchase orders to invoices. Using automated workflows, and intelligent checks and controls, invoices are processed more quickly, and the potential for fraud reduced. The invoice approval and purchase order management process is reduced from days to minutes, so it’s easier to track and reconcile organisational spending.
Check out these 3 easy procure-to-pay steps:
“The Council’s target of an eight-day turnaround for invoice approval process prior to implementing ApprovalPlus, has been dramatically reduced to just three days per month."Graeme Souter, Expenditure Manager, Dunedin City Council
ApprovalPlus converts tedious, manual accounts payable processes into efficient electronic processes, streamlines procedures, minimises paperwork and reduces non value-add activities.
By providing greater business controls, secure delegations and a clear transactional view, ApprovalPlus gives you more confidence in your procure-to-pay process. That means your invoice processing and management is subject to fewer errors, greater efficiency and less opportunity for fraud.
ApprovalPlus promotes electronic ordering from suppliers, quick and easy corporate card approvals and expense claim settlements, and a Project Management module to approve project spend within a budget. It also provides proof of a secure financial controlled environment to auditors. ApprovalPlus integrates with most finance systems.
Control the Procure-to-Pay Process with an easy to use and functional workflow system
Set delegated authorities per business unit, authorise purchases before ordering, manage project budgets and allow for segregation of duties.
Track who has authorised transactions, monitor changes in authority, ensure each invoice has passed through a controlled process rather than a random check on transactions.
Reduce administrative time and cost by 25% with automatic three-way matching of invoices to purchase orders, coding, approvals and routing to your finance team for payment.
Slash invoice approval times and never lose a document again. Use process automation to remind users of tasks, and trigger the completion of a process once the task is done. With automated workflows, you’ll get faster purchase order approval, and orders are electronically sent to suppliers.
Forget storage boxes, manual filing and costly archiving when you store your invoices and related documents online. You’ll save time and money, and have easy on-demand access to your information.
Credit card module
Import credit card transactions from your card supplier for coding, description entry and approval for payment.
Allows for approval of project / capital spending, through to management of purchasing against an approved fund. Reporting can compare plans to actual spending.
Expense claims module
Enable staff to claim allowances such as mileage, flights and per diems, or to attach receipts and claim for purchases that need reimbursement. Once entered claims go to Managers for approval and through to the finance system for quick payment.
Optical Character Recognition (OCR) module
OCR information can be imported into ApprovalPlus to automate the load of invoices or purchase order matches.
This module is used where there is a large number of invoices from key suppliers, or invoices that have a large number of invoice lines to be entered. The E-Bill module allows data mapping.
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Controlling Business Spending: Why it matters, and how you can do it with less pain.
Procure-to-pay software is used by your employees to manage the process of purchasing and paying for the vendor goods and services used to run your organisation. The software uses a workflow to manage and automate the seamlessly progression of your tasks through all the necessary steps of requisitioning, invoice capturing, matching, review, reconcilliation and approval, and final payment.
Accounts Payable is one of the components of the procure-to-pay process. Accounts Payable focuses on processing supplier invoices for payment. The procurement part of the process focuses on the purchasing of goods and services.
Relax – they are the same! They both start with sourcing and purchasing goods and services, and end with a supplier or vendor invoice being paid.
It sure can! ApprovalPlus currently integrates with 26 different ERP or finance systems. Integration is kept simple to allow connection to any system. We have customers using JD Edwards, NetSuite, SAP, Microsoft Solutions, Pronto, BPCS, and many others.
The software installation and technical work is quick and easy. You need to allow some time for your staff to learn to system, and to manage the changes in your business process. A typical ApprovalPlus project takes 6-8 weeks.