RPA solutions for Accounts Payable

ACCOUNTS PAYABLE AUTOMATION WITH RPA

The uncertain global economic environment and the increased emphasis on profit-margin growth puts more and more pressure on finance executives to better manage working capital and spend. Digital transformation initiatives such as RPA (Robotic Process Automation) are hailed as the new solution to turn accounts payable automation from nice to have to a must-have. Eliminating paper processes and replacing them with automated ones deliver operational benefits as well as financial viability, compliance and HR benefits.

CHALLENGES TO MANUAL ACCOUNTS PAYABLE

Manual Entry and Human Errors

While organizations have automated portions of the accounts payable process by receiving invoices electronically via electronic data interchange (EDI), typically many steps still require manual validation and approval, making them prone to human error.

Slow Processing

Purchase orders start at various levels in a large organization, and require the approval of several authorities. A long chain of approvers slows down the payment process and drives up the costs of unprocessed invoices, resulting in the accumulation of late fees.

Inefficient Fraud Prevention

Accounts payable is where money leaves the company, and it is often an area vulnerable to fraud. Catching and preventing fraud entails tight controls and constant vigilance, which may be difficult to achieve in manual AP departments.

Poor Cash Flow Management

Manual AP processes can lead to bottlenecks in providing the insight finance needs to manage cash flow effectively. With many invoices outstanding and little visibility into their status, getting accurate information about accruals becomes tedious, time-consuming, and difficult.

HOW RPA DELIVERS AN EFFECTIVE ACCOUNTS PAYABLE SOLUTION?

 Payment initiation and execution

After invoices have been posted into the ERP, the invoices are sent to payment. A payment file is created which is pushed to the bank. There, the solution performs payment checks – flagging invoices to avoid double-payments, fraud, blacklisted partners etc.

Approval

Our dashboard makes it easy for approvers to see the status of all invoices received (or issued – from a supplier’s point of view), checking document history and logs. This speeds up the audit process, as each document has perfect traceability and can also help with specific financing options. 

Invoice capture and receipt

RPA  is specifically developed to capture the scanning and OCR to handle paper, provides direct integration with suppliers back-end AR systems, and manages online portals to those suppliers who were unable technologically to export any type of invoice.

Reporting & analytics

Reporting and analytics is also available according to client business rules. Processed documents, documents with exceptions or any other type of report based on platform events and content can be created, ad-hoc or regularly.

Purchase Order creation

The buyer creates an order in their ERP and then sends this order to its supplier and the order is checked against the product catalog to confirm if product codes, quantities, weights, or negotiated prices are correct. This step, performed by robots, ensures that much of the fuss of erroneous orders are avoided and the order is placed correctly and fulfilled fast.

Ship notes, goods receipt & reconciliation

When the order has been received, RPA allows a user to confirm delivery and create a goods receipt for the shipment. The receipt is checked against the PO and the invoice, performing what is called 3-way matching. Matching is oftentimes the most time-consuming activity in the entire AP process. Robots perform these tasks in seconds.

Supplier management

In order to facilitate accounts payable automation, our RPA-based platform has been designed to ensure rapid supplier onboarding and various functions that help with the Accounts Receivable process. The supplier portal allows suppliers to upload invoices, receive orders, flip orders to advanced ship notes or directly to invoice, check invoice status, correct document errors, and receive payment/payment order messages. 

Matching and routing

Our RPA software is capable of customizing workflows and approvals depending on the document type and the buyer’s business rules. PO-based invoices are matched against corresponding POs, goods receipt notices, or ship notes. Exceptions or discrepancies are either solved automatically or they are routed to the appropriate approvers. If invoice data is missing, as identified in field-level matching, our robots are able to check against third-party databases and extract and then add the respective piece of information.

Fast Return on Investments, delivered

Infobiz’ RPA implementation methodology helps to start small and scale fast. With a global delivery model and ease of implementation, Infobiz allows manufacturers to cut the complexities of managerial processes and create an agiler back office. We offer unrivalled customer support and user experience so that manufacturers globally can seamlessly take advantage of complex automation capabilities.