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Open Text Accounts Payable
for SAP® Solutions

Accelerate invoice processing, exceptions, and approvals

Open Text Accounts Payable for SAP Solutions automates and streamlines Accounts Payable (AP) operations. Open Text Accounts Payable for SAP Solutions optimizes and simplifies the process of capturing, managing, monitoring and routing invoices for AP personnel and purchasers. Invoices are processed more efficiently and quickly; problem invoices are automatically routed for problem resolution, approval, and payment.

Invoice processing generally follows the 80/20 rule—eighty percent of procurement billing may be processed without a problem. The other twenty percent creates problems or exceptions that require eighty percent of the invoice management resources to resolve. Examples of invoice problems include invoice disputes; invoices submitted without purchase orders; insufficient approvals; Cost Center errors; duplicates; discrepancies in quantity, price, or date; freight mismatch; special tax conditions; and purchase order (PO) allocation errors. All of these conditions lead to invoice management problems that require time and resources to remedy.

For most companies, invoice processing requires too much manual effort, causing a drain on resources internally and for the vendor involved. Manual processing and resolution efforts involve time-consuming historical research, communication with the vendor, process documentation, requests for additional information from multiple parties, manual routing, and the labor-intensive process of monitoring and providing update reports on the status of unpaid invoices. AP staff resources can spend most of their time addressing these problems, while vendors and buyers experience a wide range of disincentives and disadvantages.

Learn more about the key capabilities of Open Text Accounts Payable for SAP Solutions:

• Manage the review and approval process: Accounts Payable for SAP Solutions offers controlled and automated exceptions handling, aging and escalation, resulting in reduced cost per transaction.

• Leverage designated workflow steps: Accounts Payable for SAP Solutions provides predefined workflow steps with robust and extensible baseline functionality, shortening your implementation time, and reducing deployment costs.

• Automate invoice routing and sorting: Designate workflow steps to sort and route invoices based on user roles, authorization rules, and predefined timelines.

• Drill down to invoice information: Access applications, content, and history using an intuitive list with buttons that drill down into the original invoice image, purchase order, goods receipt, and invoice information.

• Classify invoices automatically: Classify problem invoices automatically for further action as blocked, parked or held. Classification determines next steps in the processing cycle and various degrees of escalation notices are sent.

• Route invoices: Depending on classification, invoice exceptions are routed according to established business rules and policies. Workflow policies determine where invoices are routed and what approvals or next steps are required.

• Monitor status and notification: Monitor where invoices stand in the payment process and notify vendors of payment exceptions to speed issue resolution. The process design ensures conformance with standard operating procedures and corporate governance. The individual details of each approval process are documented and available for future litigations.

• Make all invoices electronic: Include invoices in electronic form, whether scanned, faxed or delivered via IDoc. Accounts Payable for SAP Solutions can be linked with advanced imaging solutions such as indexing, automated duplicate invoice checking, and optical character recognition (OCR). You can display them with associated PO numbers.

• View invoice history: Receive information about past invoices, including detailed invoice history and past payment information.

• Resolve disputes: When dealing with invoice disputes, AP personnel can use Accounts Payable for SAP Solutions to request additional information, receive status of orders, send notification of cancelled invoices, and collaborate with other AP staff.

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