Automating Government  & Local Authority Processes – AP Automation

Government finance organisations are continually faced with the task of reducing costs, improving performance, achieving regulatory compliance, increasing visibility and transparency, while enabling the agency’s strategic initiatives, all simultaneously.

The key issue is not whether an agency or department should strive for these goals, but how well they can be accomplished. Serious consideration is therefore given to the transformation of processes which cut operating costs and minimise financial risks. It is very often the tactical rather than strategic operations which will drive the fastest ROI.

Industry wide research suggests that the core solution to the “Finance Challenge” lies in optimising Accounts Payable (“AP”) workflow processes to improve overall speed, efficiency, control and visibility of operations.

Automation with Computron & Kofax products effectively meet all of the the AP challenges such as cash management, lack of transparency, process inefficiencies, delayed closing times, poor productivity and threats to compliance posed by fraud and errors.

Government finance organisations that solve this tactical issue early, will then have more freedom and ability to turn their time and attention to the more strategic process automation challenges facing their department or agency.

At Computron we have developed and implemented a wide range of solutions to solve these issues within many government departments & local authorities. 

Overcoming the Capture Challenges

Large volumes of transactions arrive in different media and formats. The typical organisation lives the nightmare of 80% paper invoices, but the remaining 20% come in all shapes and sizes – EDI, XML invoices from supplier networks, fax, electronic & other email attachments, etc.

Paper based invoices can be captured using production scanners to address high volume, batch processing needs; multi-function peripherals (MFPs) and desktop scanners can be used at distributed sites for on-demand needs.

Fax, e-mail and other electronic processes can be incorporated into the solution. Additionally the cameras on mobile phones and other capable devices can be utilised in the field by employees and suppliers.

Smart capture capabilities therefore overcome all of the traditional challenges of capturing images and content by automatically classifying, separating, extracting, perfecting, validating and delivering invoice data to over 100 different financial management systems (ERP).

For many this is the first step.

The Scope of the AP Process

AP Automation Should be Aiming to Address This Overall Scope

Multi-channel Extraction Capture & Calidation for Accounts Payable

Process Intelligence and Analytics

About Process Intelligence & Analytics

By combining discovery and monitoring capabilities with rich business intelligence and data integration tools, the process intelligence and analytics software provides  operational business visibility in a single, unified solution.

You can quickly analyze and act upon information to ensure compliance, reduce risk and gain real-time insights that help achieve operational superiority.

Kofax Analytics Delivers Powerful Benefits:

  • Best practices dashboard library. Organisations get a unified view of their entire operation, while also delivering the ability to quickly drill into the details of individual tasks managed by their environment.
  • Information when it’s needed. By providing access to operational metrics and analyses in near real-time, organizations can use the most up-to-date information in their decision-making processes.
  • Operational investigation. Through a variety of interactions with dashboard components, users are able to quickly drill into, filter and otherwise investigate operational data to discover important operating conditions and diagnose root causes.
  • Rapidly customisable. The solution empowers non-technical users to create and share dashboards tailored to their unique operational requirements. This ensures that each user can always have access to the best analysis for their particular purpose.

Workflow & Case Management

The Smart Capture Process integrates with Kofax solutions for workflow automation and case management. The Pre-built workflow templates deliver the some of industry’s best finance practices – Fully integrated with the financial management system.

All invoices (regardless or original format – paper, email, fax, EDI, PDF’s, e-invoices) are all handled with a single, consistent, proven process, which provides complete and clear visibility.

The original invoice is associated with the ERP record. Each transaction is routed to the appropriate reviewers (along with all related backup information) and a detailed audit history trail is maintained. This expertly designed approach successfully manages, optimises and turbo charges end-to-end financial processes while  facilitating regulatory compliance and self-service audits.

The solutions significantly enhances the AP internal controls environment through process simplification, standardisation and centralisation, leveraging the ERP and workflow technologies to establish preventative practices.

Integrating the automated AP process with a company’s system of record (ERP) for all invoices, and their associated back up, increases financial control and greatly reduces the risk of duplicate payments, over-payments, errors and fraud.

Best practice workflows enforce adherence to corporate policies, provide greater efficiency, enforce segregation of duties for each transaction and use processes that are independent of any one member of the AP staff.

Why Choose Computron

Computron – The Australian Kofax Partner of Choice

We have one of the best trained solution development and implementation teams in Australia and Asia.

We have attained Kofax Diamond Partner status and not without good reason. We pay attention to detail, work as a dedicated team, and deliver what we promise.

Our professional services team in Australia alone, has a staggering 40+ years experience in managing and providing business process solutions, so you can be assured you are in safe hands.

SOME OF COMPUTRON’S PUBLIC SECTOR CUSTOMERS

STREAMLINING THE ACCOUNTS PAYABLE PROCESS

AP Automation Process Will Not Scale

THIS AP AUTOMATION PROCESS WILL NOT SCALE!

IT IS COMPLEX, LEGACY ENCUMBERED AND PRONE TO ERROR

THERE ARE TOO MANY MANUAL PROCESSES INVOLVED

ULTIMATELY IT IS SLOW AND INEFFICIENT

HOW CAN WE IMPROVE THIS PICTURE?

Automation Process Will Scale

THE SOLUTION!

FIRST REDUCE THE COMPLEXITY

THEN REDUCE MANUAL PROCESSES

AND IMPROVE SPEED & ACCURACY

INCORPORATE SOLID WORKFLOW

GET FULL VISIBILITY OF ALL PROCESSES

COMPUTRON CAN GIVE YOU A HUGE HEADSTART

What is Kofax TotalAgility AP Automation?

Kofax TotalAgility Accounts Payable Automation is a smart process application that dramatically transforms and simplifies the accounts payable end to end process.

Smart Invoice Capture & Validation – Beginning with the smart capture of supplier invoices, irrespective of how they are received and in what format, Kofax TotalAgility Accounts Payable Automation delivers a crisp, clear digital image of all invoices to everyone who needs to see it.

TotalAgility AP Automation – Transforms all invoice information, including header, supplier, line item and totals data, into digital formats ready for automated processing. This ensures that invoices are from valid suppliers, match valid PO’s, and/or receipts, are correctly totaled so you are confident that only valid invoices are processed.

“Kofax smart invoice capture automated learning” – Assures that new suppliers or new invoice formats don’t disrupt your business. Cut cost, time and error from your AP processes while adding visibility, control and agility for improved productivity and better cash management.

Best Practice AP Workflow – Once an invoice is captured and validated, Kofax follows through with best practice AP workflow automation applied consistently to every invoice, so that GL coding, review and approval are fast, efficient and conform to corporate policies and procedures.