The Apptricity Invoice Management Process

Invoice Capture and Attachment

The ability to handle both electronic and paper-based invoices is crucial to the success of an invoice management solution. As your enterprise moves toward a paperless environment, it must continue to handle paper invoices as well.
Apptricity Invoice Management captures invoices in a number of ways and in various levels of automation. Available entry methods include by scanner, OCR, fax, spreadsheet upload, manual entry, and e-mail attachment. For maximum transaction efficiency, the application can be integrated with an optional Apptricity vendor portal called Apptricity Supplier Connect.

Using Apptricity Supplier Connect, accounts payable personnel can receive invoices directly from approved vendors through a convenient, web-based portal. Vendors can directly submit invoices and obtain approval and payment status from anywhere without person-to-person communications. This can reduce or eliminate time spent by your staff retrieving and reviewing invoices with vendors.
E-Documentation enables electronic attachment of paper receipts and other associated documents to corresponding digital transactions.

Workflow, Approval & Auditing

Apptricity Invoice Management uses company-specific, rules-based workflow to efficiently move invoices through processing cycles. Electronic routing for approvals eliminates inefficiencies inherent in manual approvals. It creates permanent audit trails of the transaction history that allow for pre- and post-auditing and increased processing accuracy and speed. Dispute resolution and escalation are based on customer-defined thresholds and enable your AP department to address these issues quickly and effectively.

Verification and Reconciliation

The Apptricity business rules engine handles invoice accuracy verification and discrepancy resolution. Corporate and regulatory policy violations, duplicate invoice detection and matching failures (requisition/purchase order, receiving documents and invoice) are segregated to enable exception-based management. Consequently, your invoice management process operates more efficiently and you increase compliant, enterprise-level control.

Integration and Settlement

After approvals and matching are complete, invoices are automatically routed to the company accounts payable department or financial system for disbursement based on pre-negotiated vendor terms. Digital documentation is transmitted to your current financial system for payment and notification is delivered to the Apptricity system and attached to the transaction. Throughout the process, the application instantly sends exception notifications for discrepancies or errors.

All Apptricity applications are fully integrated into your financial and human resource systems through an advanced SOA platform. Apptricity maintains a repository of interfaces to seamlessly integrate into common and uncommon enterprise systems for payment disbursement.