Post on 30-Jun-2018
transcript
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AP Automation Keith Worthington
IT Manager Linemaster Switch Corporation
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Go to https :/ / s ytelineps a.com The s lides are available there
now.
Want the Slides Early?
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Introduction
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Founded in 1952 Light manufacturing company Privately held Located in Woods tock, CT 200 employees 35 million dollar concern Shipped over 675,000 units in
2017
Linemaster Switch Corporation
5 ERP Installation
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Database Server Multiple ins tances Demo, Dev, Pilot, Prod
EPAK Server Scheduling Server Utility Servers
Production Development
100% virtualized 85 us ers Thin clients / Des ktop PCs
Doc-Trak (Lake Co.) Smarts hip (Epicor) Shop-Trak (Lake Co.) SyteLine (infor) Credit Card Interface Field Service Office Integration Quality Control Sys tem Reques t For Quote Workbench
ERP Installation
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2011 2012 2013 2014 2015 2016 2017 2018 8.02.10 .11 9.00.20 9.01.01 .02
Installation History
8/2011 3/2015 7/2017
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Receive invoice from vendor Create and pos t voucher Data entry Reconcile receipts
Pay vendor Print check Stuff envelope Mail
File invoice
What is Accounts Payable?
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This Isn’t Your Father’s ERP Your Old System… Is Your Old System For A Reason
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Don’t expect it to look or work the s ame Review your bus ines s proces s Embrace the change
This Isn’t You Father’s ERP Software
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OP + NT = ENS Old Proces s + New Technology = Expens ive New Sys tem
Consider Changing the Process
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We have always done it this way. Is this truly the only way it can be done? Is your proces s a differentia tor? Does it make you money?
Consider Changing the Process
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Is this truly the only way it can be done? Is your AP proces s a differentia tor? Does your AP make you money? Here’s a hint…
The AP Process
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EFT Payments
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Configuration Sys tem Vendor
Limitations Generation proces s
EFT Setup
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16 File Servers form
17 File Server Logical Folders form
18 Authorizations
19 Bank File Format form
20 Accounts Payable Parameters form
21 Bank Reconciliations form
22 Bank Addresses form
23 Vendors form - General tab
24 Vendors form - Banking tab
25 Vendor Document Profile form
26 Doc-Trak Form Output Profile form
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Final Output Method Las t ditch catch all \\StorageX\Document Archive\Temp\AP-EFT-<<REQUESTINGUSER>>
Body With Doc-Trak this can be an html file \\StorageX\Doc-Trak\LSC_EmailHTML\RemittanceAdvice.html
Filename \\Storage01\Document Archive\LSC\Accounts Payable \EFT - Remittance Advice\<(select year(glbank.check_date))> \<check_date>_P-<check_num>_<<SITE>>
Doc-Trak Form Output Profile form
28 EFT – Remittance Advice E-mail
29 EFT – Remittance Advice Report
30 Cost of Checks
$0
$50
$100
$150
$200
$250
$300
$350
$400
2016-11-302016-12-282017-01-272017-02-282017-03-242017-04-272017-05-232017-06-262017-07-262017-08-282017-09-262017-10-022017-11-302017-12-262018-01-252018-02-20
PostagePrinting
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Document Filing
32 Doc-Trak Document Saving Rules
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Utilizes drag and drop Copy or move to a predefined folder Handles file naming Attaches file to the record Saving Rule:
\\Storage01\Document Archive\Vendor\Invoices \<(select year(aptrxp_all.inv_date))> \<inv_date>_I-<inv_num>_<vend_num>
Doc-Trak Document Saving Rules
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Voucher Creation
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-- SETSITE Snippet -- Required at the beginning of all code! DECLARE @SiteName SiteType , @Infobar InfobarType SELECT TOP 1 @SiteName = [site].[site] FROM [site] EXEC [dbo].[SetSiteSp] @SiteName, @Infobar OUTPUT -- Annual breakdown of vouchers. ;WITH Voucher_CTE (Year, Type)--Month, Type) AS ( SELECT DATEPART(YEAR, [aptrxp_all].[CreateDate]) AS [Year], --DATEPART(MONTH, [aptrxp_all].[CreateDate]) AS [Month], CASE WHEN [aptrxp_all].[po_num] IS NULL THEN 'E' ELSE 'PO' END AS [Type] FROM [aptrxp_all] WHERE [aptrxp_all].[type] = 'V' AND DATEPART(YEAR, [aptrxp_all].[CreateDate]) > 2011 ) SELECT [Quantity].[Year], --[Quantity].[Month], [Quantity].[E], [Quantity].[PO], [Quantity].[E] + [Quantity].[PO] AS [Total] FROM [Voucher_CTE] PIVOT (COUNT([Voucher_CTE].[Type]) FOR [Voucher_CTE].[Type] IN ([E], [PO]) ) AS [Quantity] ORDER BY [Year]--, [Month]
How Many Vouchers Are we Processing?
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0
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1 2 3 4 5 6 7 8 9 10 11 12
201720162015201420132012
Vouchers/Month
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Accelerated Entry
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SyteLine is very flexible With flexibility comes complexity Generate A/ P Trans actions A/ P Vouchers and Adjus tments Requires data Lots of unus ed fields
Lookup of vendor information tedious
Accelerated Entry
39 Purchasing Parameters form
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Created a simple form J us t enough data Takes data and pretends its human
Accelerated Entry
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Enter data using AP AccEnt form Vouchers have a s ta tus Match, Failed, Approved
Print Voucher Authorization Report Dis tribute for approval
Approve vouchers in batches Voucher Authorization form
Pos t vouchers in batches
Accelerated Entry Process
42 AP AccEnt form
43 Voucher Authorization Report
44 Voucher Authorization form
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Automated Entry
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Capture data using OCR Opportunity for QC check Load into SyteLine Attach documents in SyteLine
Automated Entry
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Available commercial capture software Capture Workflow Storage Search
Document is n’t in SyteLine Data is n’t in SyteLine
Capture vs Loading
48 EDI Transaction Flow
49 OCR Transaction Flow
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Select an OCR software Write a trans lation routine Capture line level information Tune the review and approval proces s in SyteLine
Remaining Challenges
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Positive Pay
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Setup Pos itive Pay Format Sections Pos itive Pay Format Fields
File Generation Automation KB 1185444
Positive Pay
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Questions? https:/ /sytelinepsa.com