- Is your organization’s current Accounts Payable workflow structure Centralized or Decentralized? Are invoices processed in a single location? Will scanning take place at remote locations? What are the software and hardware considerations across the organization? Often times, an efficient method of aggregating invoice documents is to “capture” (scan only) at remote locations, but perform the OCR processing at a central or corporate AP office location.
- Do you have Historical Documents that are present on shared drives, various folders and individual workstations? You may have a rudimentary scanning mechanism in place that images documents but doesn’t index or archive documents efficiently within a robust enterprise content management repository. These historical documents should be migrated over to your new solution’s ECM repository.
- Document Security and “Audit Ability” are paramount to Accounts Payable Automation Solution. Documents must be archived and secured by company, division, department, group, individual, etc… to ensure that only authorized personnel have access to documents.
- Consider the preferable type of licensing for your organization, Perpetual Software License or Software as a Service (SaaS). SaaS continues to gain more and more momentum; cloud-based systems are easier to maintain, upgrade and deploy that an on-premise option. However, running a 5 year total cost of ownership analysis against licensing options under review is an important part of your due diligence. If you have a full IT team in place already, an on-premise implementation may be more cost effective.
- And lastly, the Implementation Resource Requirements is a consideration that must be quantified early on within your evaluation process. Your solution provider should be able to produce a detailed document which breaks down the effort requirement for IT and business user personnel over the course of the implementation.
Keeping these key considerations in mind, a well planned and managed Accounts Payable Imaging and Automation project can actually be a pleasant, enjoyable and very rewarding experience. An increase in efficiencies, along with a 50% reduction of AP process costs, shouldn’t be pushed out to next year!