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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

200

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2000

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