Solutions - Accounts Receivable

Solution Description

Through the use of Imaging, Document Management and Workflow technologies, organizations will be able to scan work tickets and delivery statements, extract important header/footer information from the documentation, route the document through a workflow process to the AR department, upload information into the accounting system and retain the documents for retrieval. Some organizations choose to enable their customers to retrieve the documents themselves through a website, while others simply retain the documents to handle customer inquiries. Either way, documents can be emailed, printed or accessed by the customer if the need arises. The documents will be searchable from either the accounting system or a customized search engine and a full audit trail of the entire process will be maintained for every document in the system.

Issues Addressed

• Delays in getting invoices to clients (slow process of gathering supporting documents)
• Lost documents (resulting in un-invoiced, but earned revenue)
• Double billing for services
• Cumbersome coding (entry errors)
• Resource distraction (customers calling for supporting documentation)
• Resource retention (knowledge workers versus data entry)
• Invoice disputes

Business Value

• Drastically reduce the time it takes to invoice clients
• Capture header, footer and line item detail automatically
• Address any bottlenecks in the AR process;
• Automate the storage and retrieval of documents without changing how Accounts Receivable staff work;
• Address client requests in real time when asked about where a supporting document is;
• Establish auditable internal processes for visibility, control and accountability;
• Create opportunities to speed up client payment procedures (provide them with what they need);
• Reduced costs related to: imaging, document storage, client queries as well as accounting audits;
• Process email, paper, fax & electronic forms into the accounting system with minimal effort.

Solution Components

• Kofax Ascent Capture
• OnBase Enterprise Content Management
• OnBase Workflow
• OnBase Integration Modules
• Fujitsu Scanners
• Imagine Professional Services Team

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