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Let’s begin with a little review about the 8 Pitfalls for Microsoft Dynamics users when it comes to Accounts Payable Automation. Pitfall #1 was about looking inside your organization before looking outside. Don’t “Google” a topic before you take the time to look internally and evaluate what you really need to solve. Pitfall #2 was about selecting the service provider that will be the best fit for your organization.
So, after you’ve overcome the first 2 pitfalls, the next step is to get organized. It’s important to evaluate your current process so you can set benchmarks. Otherwise, you won’t be able to measure your success. Humphrey Management, a GP user, was able to measure great success because of this. Read the case study here.
2 Things to Consider
Thing 1 – There are three types of projects to consider when going from a paper-based to an automated AP process. (1) Rehab – this is a project where you are convinced that your Accounts Payable process is doing well, but needs a little improving. There may be areas that are slower than they should be, but all-in-all, things are fine. The big push with this type of project is to get rid of the paper and provide more visibility into the process. (2) New Construction – this project is an approach where all processes in Accounts Payable are put on the table for review…no process is safe. I know this must seem harsh, but it’s really more opportunistic. The opportunity that you can capitalize on is change. AP Automation is a change, so it makes perfect sense to change other aspects of your process if you want during this time. (3) Project type three is a hybrid of both rehab and new construction. This is the most common type of project that keeps some aspects of your process the same and guts other aspects.
Thing 2 - Consider what workflow or approval processes you need before you start your project.
*Make sure that all approvals move towards the accounting system. This piece of advice ensures that the right person has the right permission at the right time to make a decision. Otherwise, if all the “rights” aren’t in place, you will have a lot of moving, changing and voiding invoices.
*Only put approvers in the approval process. All others will need to receive a report. This is to make sure that your approvals aren’t clogged with people who just want to “see” invoices.
Want more information? Watch our 4-minute video.
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