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VillageRoadshow

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Reply with quote  #1 

Some people have asked me about the level of Straight Through Processing being achieved.

STP  can mean two things.

A)      Straight trough processing from Scan > Verify > Transfer to SAP. 

B)      Straight through processing from Scan > Verify > Transfer to SAP >Auto Match and then fully Post in SAP ready for payment.

The above process in A) gives you massive time savings and is achieved by maximising invoices with printed Purchase Orders and High Optimization levels of the invoice Profiles.

The above mentioned B) which is true STP and achieves maximum benefit to your business through the Readsoft solution is much harder to achieve as there are many factors to overcome to make everything right. But for an AP department if you cannot achieve High Levels of true STP then you should aim for the second best thing.  Aim for the highest automation of auto work flowing (WebCycles) as invoices transfer into SAP Process Director or Cockpit. This is typically done by use of Tables that match the incoming invoice to a person in the business to automatically route that invoice to them in WebCycle with-out Accounts Payable people intervening.  Talk to Readsoft about customizations for this to work.

I will update this with more detail if you have questions.


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Ciaran Mara

VILLAGE ROADSHOW

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cherylc

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Reply with quote  #2 
In terms of B autoposting, we talked to Readsoft about this and they said we would not be able to get it to work because we had GR/IR enabled on most of our PO line items.  We persisted.  We were then told we couldn't get it to work because we did not have the Booster Pack installed.  Still we persisted.  Why should it be so difficult to get this feature to work when there are standard tables in Process Director to flip it on or off?  It didn't seem like the right advice to me.

Today we have autoposting working beautifully with GR/IR, without the Booster Pack and without custom modification.  Albeit it took us 1.5 years to get there after receiving the wrong advice from the Sales team at Readsoft AU.  We are then told by Readsoft AU Sales that only companies with Repetitor installed can get autoposting to work.  We don't have Repetitor installed.

The point of this parable is to say that the forum is a place to share solutions and we are quite willing to share how we got autoposting to work with an SAP backbone.  I don't envisage the forum as the place to promote Readsoft consulting (refer to the guidelines for forum usage).

Note that autoposting may not necessarily work with other ERP systems however it demonstates that persistance and communication with other users pays dividends and I am looking forward to the benefits of a vibrant, active forum community. 

I will add the steps to get autoposting to work in the SAP section soon.

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Cheryl
LinkedIn: https://au.linkedin.com/in/cherylc-651471a0
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alexpea

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Reply with quote  #3 
Looking forward to the guide [smile] We use MediusFlow, so I don't know how it will work for us. What is cockpit and process director btw? I've heard of it, but never really understood it..
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cherylc

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Reply with quote  #4 
Hi Aleksander,
Process Director and Invoice Cockpit are the integration modules with SAP.   All companies with an SAP backbone will be either using Process Director (the newer version) or Invoice Cockpit (the old version) to view the invoices and post them into their ERP systems.

The previous post by Village Roadshow discusses two stages of invoice processing.

1.  The invoice is scanned/interpreted and all lights are green.  The invoice goes straight to SAP (Process Director/Invoice Cockpit).  The invoice must then be posted by an Accounts Payable operator.

2.  The invoice is scanned/interpreted, all lights are green, the invoice goes to SAP and is automatically posted; thereby requiring no intervention by Accounts Payable.

We are achieving both 1 and 2 by tweaking some of the settings in SAP.  However, it would not be relevant to you if you are not on an SAP backbone. 

My understanding is that with some ERP systems, only no 1 is possible.  Maybe talk to your local Readsoft support to see if your system can also handle no. 2. 

Kind regards 

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Cheryl
LinkedIn: https://au.linkedin.com/in/cherylc-651471a0
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molloyr

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Reply with quote  #5 
Using Ciaran's definitions of STP, namely

A) Scan/Email -> PD (bypassing Verify)
B) Scan/email -> PD and automatically posts to SAP


I was wondering what kind of levels are being achieved by companies using Readsoft/PD for longer than us?

We have been using Readsoft (PD) with SAP for 10 months - we started switching vendors to auto verify after 3 months.

Currently we are achieving the following levels:
A) 35%
B) 19%


Is this in line with what you are achieving?
 

Many Thanks in advance for any insight.





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SabineW

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Reply with quote  #6 

Hi Cheryl,

can you let us know the what you have done in terms of tweaking to achieve STP (both 1 and 2)?


Cheers,

Sabine

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nicothebee

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Posts: 125
Reply with quote  #7 
That is a very important topic.
And actually, with a tuned ReadSoft solution, you can increase the number of invoices that may be posted without any action for the AP's.

I would like to raise a little warning.
Let us imagine that we have implemented COLLECTOR. Therefore the vendor can send its invoice via e-mail. COLLECTOR will detach the PDF and send it to INTERPRET. Let's assume that we have done a fine job with the keywords of the capture profile and INTERPRET captures any mandatory information. Let's assume that TRANSFER is customised to send to SAP any such invoice, without videocoding. Let's assume that this invoice is refering to a PO. And we have a good entry for this PO. And the invoice is just for the expected amount. Therefore the matching is a walk in the park. And the invoice passes all the checks. And let's finally assume that we have activated the automating posting at the document creation.
The invoice is posted and free for payment. Nobody has seen it but the machine... Most of my customers find this quite troublesome. They want at least one step to be manual, for a human check!


BR

Nicolás
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Ignacio

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Reply with quote  #8 
Hi Nicolas,

We are receiving some invoices through EDI-Cockpit, most of them are autoposting and we're happy that we don't need human intervention in the posting process, we already had human intervention during the PO creation and Goods Receipt, so the automatic posting is not a problem for us (we would like to increase the rates in fact).

Anyway, if your customers would prefer someone to have a look before the payment, I would suggest to set an automatic payment block for invoices posted on transfer, then AP would filter invoices with this payment block then have a quick check?

Regards.
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nicothebee

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Posts: 125
Reply with quote  #9 
Hello Ignacio,

As a matter of fact, getting invoices to be posted automatically is quite an effort sometimes.
Here, in France, the VAT code is very complex to determine (the standard ReadSoft custo doesn't suffice). And this is a mandatory information for any invoice. Therefore, when we want an automatic posting, we need to create a relatively expensive algo to determine the VAT code.
If the customer says that he wants any invoice to be checked at least once by an accountant, we generally avoid this development.

But you are absolutely right, if the uperstream process is perfectly under control, there is no need for additionnal manual step. Things are changing... slowly but effectively.
I remember our first ReadSoft project, 10 years ago. Our customer wanted to use only the "execute" instead of the "posting" to be dead sure he would have the same thing than with the SAP transactions. Our current customer are more likely to discuss the list of checks that are needed all along the P2P process. And they want each of them to be checked only once. For instance, if the IBAN has been checked at the creation of the master data, there is no need to double check at the payment.

All this is very interesting and this is the reason why I'm very found of my job!

BR

Nicolás
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