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Background: An accounts payable department needed a way to automate getting approvals for invoices that were unmatched to purchase orders or receiving documents. Originals were getting lost or delayed, payables were understated, and cash flow projections kept being thrown off. When overdue notices arrived, a/p staff had to chase down the invoices.

Problems:

• Invoices copied and copies sent through interoffice mail to approvers
• A/P clerk noted on original when copy was sent and to whom
• Clerk went through folder every day, called approvers to get copies back
• As copies returned, clerk entered approvals or rejections into a/p system

Solutions:

• Invoices to be approved are scanned into computer
• Nobilis process automatically sends computer images to A/P clerk, who selects approvers and accounting codes from drop-down lists on form
• Coded images are automatically sent to selected approvers via e-mail
• If approvals are one day late, approvers are automatically reminded via e-mail
• If approvals are two days late, images are reset for resending
• Recipients see image of invoice, approve or reject button, and reason field
• Returned invoices are automatically saved into A/P system

Complexity: 6
Features:

• Retrieving filenames from Windows directory
• Constant scanning of database, starting processes based on new records
• Displaying images on Excel sheet and HTML form

Author: D. Gleason, Nobilis Support staff (contact)

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