EASY INVOICE – Significantly reduce process time for purchase invoices

Overview

EASY INVOICE
Archiving finance documents for simple compliance and retrieval through enterprise resource planning (ERP) applications has been a core competency for EASY Software since its inception in the mid 1990s and adopted by thousands of customers. The finance function continues to evolve in the modern organisation with electronic transactions being generated in ever-greater volumes for the finance function to process and the business to approve.

EASY INVOICE has been introduced to enable ERP users to derive extra value from this investment by streamlining the accounts payable (AP or “Purchase to Pay”) processes, using the latest document management technology to automate these important back-office areas, both to improve efficiency and to deliver effective cash management.

EASY INVOICE takes the concept of archive and retrieval to the next level of automation by introducing the popular EASY DOCUMENTS workflow software and EASY CAPTURE PLUS document capture engine to provide a complete business solution for finance departments and shared service centres.

EASY CAPTURE PLUS
This document digitisation and data extraction software provides a multi-channel, multi-format document processing mechanism to capture the relevant financial data from purchase invoices, whatever the original source. As well as providing common interfaces to all typical scanning devices for high volume batch capture using a variety of page separation techniques, this user interface allows progression through simple indexing to advanced optical character recognition (OCR) for the reading of invoice data at header and line level.

Comparison with supplier data allows for the early validation of header detail and where purchase order information is available this content can also be matched. User access and profile settings to enhance images can be set and managed centrally making this very easy to administer for both centralised and decentralised deployments.

Approval

EASY INVOICE provides a standard invoice approval workflow that is web-enabled and is designed with a quick adoption by appearing like an email client to occasional and advanced users alike. A range of simple and complex routing scenarios can be accommodated to support data verification with the ERP business rules for “straight-through” processing of purchase order based transactions. Other content collaboration is straightforward with document drag and drop, data look up for coding, validation of goods receipting and query management. Email alerts and role substitutions are all configurable as well as support for smart mobile devices.
A MS Visio ® integration is available to extend the business process customisation which extends the opportunity to deploy automation techniques across other operations.

Approved data can be posted through a number of published ERP interfaces including SAP, Microsoft Dynamics NAV, Microsoft Dynamics GP, SUN Systems and others using a range of application programming interfaces (APIs).

Compliance
EASY INVOICE provides advanced search and retrieval capability that can be embedded into the ERP application to surface posted documents, financial data and audit information supported by a number of independent accreditations including KPMG and the ICAEW that attest to the solution’s revision proof archiving. This provides the basis for acceptance with many national and international financial authorities.

Take a look at some of our published ERP interfaces

EASY for SAP

EASY for Dynamics NAV

EASY for Dynamics GP

EASY for SUN SYSTEMS

Benefits

EASY Accounts Payable Automation

  • Automation of the entire invoice process with minimal manual input
  • Transparent, uniform processing procedures
  • Secure revision and compliance with legislation
  • Original documents can be accessed anytime, anywhere
  • Accelerated processes and integrated workflows
  • ROI can be measured in an average of 9-15 months
  • Optimised costs
Details

EASY INVOICE provides advanced search and retrieval capability that can be embedded into the ERP application to surface posted documents, financial data and audit information supported by a number of independent accreditations including KPMG and the ICAEW that attest to the solution’s revision proof archiving. This provides the basis for acceptance with many national and international financial authorities.

EASY FOR SAP
EASY INVOICE has been deployed in many large organisations using SAP and features an embedded integration that will be instantly familiar to financial teams working with this popular system. EASY Software’s technology is accredited with SAP Netweaver®, ILM ® and Archivelink® to provide SAP Workflow approval and extend the business rules present within the system to support three-way matching of invoices and high volume throughput for multiple company codes and international entities typical with this type of customer.

A variety of additional enhancements are available to improve the ease of use and general business value of the EASY ENTERPRISE for SAP archive operating as an SAP “Content Server” which include:

• EASY for SAP indexing next generation (SING) – automatically providing index content from SAP to enhance web based searching
• EASY for SAP RETRIEVAL – index and full-text searching of EASY ENTERPRISE from an SAP transaction
• EASY GOS and Advanced Attachment – support for generic object services drag and drop enhanced with improved index description
• EASY for MS OFFICE – archive MS Office content including Outlook emails directly to the archive
• EASY for SAP SMARTLINK – automatic technical attachment of inbound business documents to SAP from the archive

EASY for DYNAMICS NAV
This popular ERP system can be considerably enhanced for financial document management by capturing accounts payable (AP) and accounts receivable (AR) invoices to provide efficient back office processing and better cash management. This direct integration allows users to search and find content, post and approve invoices within a familiar interface. Documents can also be retrieved from remote locations using the web and mobile clients to operate effectively from anywhere.

For those users frequently collaborating on documents using MS Office applications it is possible to validate and store all types of content directly from this ubiquitous application and take advantage of the full-text search to find information at the touch of a button.
Add to this the approval capabilities of the EASY DOCUMENTS workflow and it becomes possible to automate repetitive financial tasks and provide real time visibility of process stages to make payment decisions use the reporting suite to generate better business intelligence.

EASY for DYNAMICS GP
This ERP platform for mid-sized enterprises can now be image enabled for inbound documents such as purchase invoices or sales orders using EASY CAPTURE PLUS to scan paper based documents and capture printed documents such as sales invoices. Stored in a legally compliant, revision proofed format, it now means that filing cabinets of copy documents can make way for more productive staff that have direct access to documents from their desk-top.

EASY Software has a number of approved Microsoft Dynamics Partners that provide specialist knowledge of these applications.

EASY for SUN SYSTEMS

This ERP system is popular with many mid-sized enterprises in a host of vertical market configurations. EASY Software has worked alongside an approved partner to deliver a purchase invoice capture solution that integrates with SUN to validate index data and image-enable the user interface for paper based and electronic documents that is supplied with a KPMG accredited, enterprise-class archive in EASY ENTERPRISE that is superior in performance to most file system based proprietary storage systems. This can be provided as a highly cost effective add-on business package as part of your next SUN Systems upgrade.

Further enhancements include invoice approval using EASY DOCUMENTS whilst automating document process flows to improve efficiency and using EASY for MS OFFICE to provide direct integrate to this important source of content.

EASY Software has an approved SUN Systems Partner that provide specialist knowledge of this application.

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