1. Best Practices: AP Automation Dan Thomson
Territory Manager – Southeast US and Caribbean

2. See you in Phoenix !!! October 15-18, 2018

3. Agenda Who is DocStar What is AP Automation
DocStar: Best Practices in AP Automation
What Makes a Successful Implementation
Questions

4. Who is DocStar

5. DocStar
Leading Enterprise Content Management and Process Automation software company founded in 1996
Acquired by Epicor in January 2017
Flexible deployment model
Software License purchase (on-premises)
Cloud or Application Hosting

6. DocStar
2,000 customers across all industries

7. DocStar Primary Use Case Focus Enterprise Content Management needs
AP Automation
HR/Employee Records
Corporate Governance Documents
Sales Order Entry
Forms Automation

8. What is AP Automation

9. So Many Terms!!! Document Scanning
Enterprise Content/Document Management
AP Automation (Document Automation)
Electronic Forms and Data

10. What is Enterprise Content Management
Capture
Classify
Store & Retrieve
Rules Based Workflow
Dispose
Manages Complete Document Life Cycle
Rules-based Process Automation
Single location for all documents

11. Top Challenges for AP Departments

12. What is AP Automation Streamline the AP Invoice processing workflow
How it helps
Increase productivity, accuracy, and timeliness
Greater Visibility and Control
Control Costs
Where it impacts
AP Invoice Capture and Data Extraction
Validation and Exception Handling
Routing and Approval
GP Data Population
Reclaim Early Pay Discounts

13. Best in Class Metrics

14. Components of AP Automation - Capture
Various invoice sources & formats
Copier
Scanner
Input quality
PDF
Clean Mail
Multi-part NCR
Vendor cooperation
Individual vs. Batch Capture

15. Components of AP Automation - Indexing
Data entry moved to front of the process
What data points are needed?
Manual vs. Automatic (IDC)
Retrieve data from other sources
The “Trade Offs”: Time, Accuracy and Cost

16. Components of AP Automation - Workflow
Rules based branch logic
Business rules
Oversight/load balancing
Automatic escalation
Audit Trails for allow process evaluation
Retention monitoring

17. Components of AP Automation - Integration
Print from GP to DocStar
Validate Data
Perform 2 & 3 way matching using data in GP
Eliminate redundant data entry by sharing data with GP
Retrieve documents directly from your GP system

18. DocStar: Best Practices in AP Automation

19. Non-PO Based AP Workflow

20. PO Based Workflow

21. Simple Interface

22. GP data mismatch alerts

23. GP Integration

24. What makes a successful implementation?

25. Strategies for success
Make the business case for AP automation
Collaborate with all affected stakeholders
Follow the lead of the Best-in-Class on processing
Examine scan-and-capture & document management as a first step toward full automation
AP metrics matter – identify and track the key financial, operational, and supplier indicators

26. Factors affecting Return on Investment (ROI)
Cost of hardware, software, implementation, training, and maintenance
Vendor Consulting - experience and best practices
GP Integrator participation
Executive Sponsorship impacts user adoption
Manual vs. Automation may be done in phases
Flexible and Powerful application selection

27. Strategies for success
Make the business case for AP automation
AP metrics matter – identify and track the key financial, operational, and supplier indicators
Understand Business and Technical Requirements
Collaborate with all affected stakeholders and align resources
Identify project and budget constraints
Gain executive sponsorship
Think of phases and long term goals
Follow the lead of the Best-in-Class on processing

28. Select a vendor
“We never had a problem. In fact, DocStar has been there to answer every question. They have certainly become a solid partner in our ongoing growth.”
— Sterling Energy Company

29. Questions

30. Contact us for a personalized consultation and demo for your company
Dan Thomson