Back Office solutions

Accounts Payable (AP)

With an end-to-end OnBase Accounts Payable (AP) Solution, organizations can streamline and simplify their AP processes. By converting paper documents into digital content at the point of arrival, the entire lifecycle of the document is managed in OnBase. Whether for purchase orders (POs), invoice processing, exceptions or vendor management, OnBase for Accounts Payable can cut costs by

• Increasing early payment discounts and eliminating late payment penalties with automated processing
• Reducing manual errors with efficient data entry through numerous strategies for automating indexing
• Ensuring complete information and accuracy with cross-referencing capabilities for improved vendor relationships and customer service
• Accelerating discrepancy resolution and response times to supplier inquiries with WorkView
• Ensuring procedures and approvals are followed with automatic rules-based routing and processing for corporate and governmental compliance

With a strong record of accomplishments in AP departments, OnBase has helped organizations of all sizes and industries build a comprehensive AP solution that serves as a platform for increasing operational efficiency and accountability enterprise-wide. Because OnBase can integrate with virtually any line-of-business or ERP application, existing software investments are not replaced, but simply enhanced. Utilizing modules such as Document Imaging and Workflow gives AP departments maximum efficiency with processes that are contained within a central repository and automatically routed through approval and sign-off procedures.

After scanning or importing invoices into OnBase, AP invoices can be automatically distributed to appropriate clerks, balancing workloads and getting invoices assigned more quickly. OnBase can compare invoices to the corresponding POs, and if matched, submit the payment and store the invoice using automatic indexing. If the two do not match, Workflow can route the documents through the correct employees and managers based on pre-established corporate rules, enabling quicker and more informed decisions. The adjusted amount can then be sent to vendors, including supporting documents to clear up any questions, via physical mail, fax or e-mail using Document Distribution or posted to the Web.

Accounts Receivable (AR)

From the initial customer order until the final payment is received, the OnBase Accounts Receivable (AR) solution automates the entire process. With documentation ranging from purchase orders (POs), proofs of delivery, invoices, activity reports, letters and other correspondences in OnBase, AR departments can utilize documents in a more timely manner to

• Send bills with supporting documents via physical mail, CD, e-mail, fax or the Web more quickly, enhancing revenue recognition
• Resolve customer disputes immediately with real-time access to complete files, increasing customer satisfaction
• Decrease man-hours by processing a higher volume of work in less time with automatic rules-based processing and routing
• Reduce collection cycle time to decrease outstanding balance totals and increase capital

By implementing OnBase, AR departments can significantly improve the collection process. The OnBase Workflow module automatically routes documents through the appropriate steps, sending e-mail notifications and reminders to those who need to take action to even further speed up the process. The innate audit trail within OnBase and Workflow then not only proves business rules were followed to ease compliance with regulations such as SOX, but it also provides insight into process timing and identifies possible bottlenecks.

Relevant documents, whether they are scanned images, documents that have been processed in using COLD/ERM or from a seamlessly integrated third-party application, can be included in the billing package generated using OnBase Image Statements. By incorporating supporting documentation, bills can be more accurate and are subject to less controversy.

If a dispute does arise, OnBase can also improve dispute resolution where necessary. Using WorkView customer service representatives will have all relevant documents in a single interface. With documents at hand, they can resolve disputes while on the phone, reducing both callbacks and day sales outstanding. Should a dispute escalate, OnBase Collaboration allows organizations to create a space for multiple parties to interact, provide feedback, share documents and conduct Web-based conferences with individuals outside of an organization.