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Streamlining Procurement with a No PO No Pay Policy

Discover how implementing a No PO No Pay policy can streamline procurement processes and enhance efficiency.

The Importance of Procurement in Business Operations

Procurement plays a crucial role in the overall operations of a business. It involves the process of acquiring goods and services that are essential for the company's functioning. Effective procurement ensures that the right resources are obtained at the right time and cost, enabling smooth operations and sustainable growth.

Is it necessary to apply OCR to a PDF invoice in order to automate invoice processing? 

There are many solutions that will allow a whole range of file formats that can be imported. Document restrictions for invoice automation are not new, however, solutions are becoming more flexible in allowing additional formats. but this may not be the correct approach though for several reasons.

 Firstly, there is an impact on the ability to extract the data or OCR the document to read the characters. Secondly, you must consider legal admissibility in terms of whether you should be receiving documents that can be edited, as there are technical implications for these, but the primary concern should be admissibility.

 

Effects of Image Quality on OCR Success

What determines OCR success rates?
There are so many questions that potential customers and business users have about OCR.

The initial misconceptions with OCR start with the recognition rates, “does your software provide 98%+ recognition of invoice data?”.

Without realising, they have asked an incredibly loaded question that is on a par with, “can you get 90%+ straight throughput?”

Why are so many businesses still keying invoices manually?

We’re in a dynamic and fast-changing world of technology and believe it or not, businesses are still manually undertaking tasks such as invoice processing. They are keying the invoice from the paper or a document viewer and entering each value one by one.

Why has it taken so long for companies to consider reducing the number of people and implementing an automated system? The reality is, that there are many reasons why, but most importantly, automated invoice processing solutions used to be expensive and complex to implement.

Pre-Approving a Non-PO Invoice?

Do you have a process in place to approve non-PO invoices before they enter your ERP system? If so, how do you keep track of the audit history? It's crucial to establish a clear approval process for non-PO invoices in your company. While we recommend using a formal procurement system to generate purchase orders, we understand that this isn't always feasible.

In today's complex business environment, it's important to maintain an audit history of all non-PO invoices that enter your ERP system. Pre-approving these invoices before they enter the system helps ensure that their transactions are transparent and accurate. This approach can also prevent errors and discrepancies in the ERP system. Additionally, pre-approval ensures that all invoices comply with your company's internal policies and procedures.

Benefitting from your Oracle E-Business Suite 12.2 Technical upgrade?

It's always beneficial to keep your E-Business Suite deployment up-to-date with the latest version to ensure Oracle support and the latest security patches. However, when upgrading from 12.1.3 to 12.2.x, it's important to consider if the solution enhancements will provide a return on investment compared to simply being supported. Many organisations are taking advantage of the upgrade to improve their overall solutions, and this includes implementing invoice automation. If you're still manually keying invoices or dissatisfied with your current solution or business process, implementing invoice automation could be a significant benefit.

Having problems with your current invoice processing system?

When to Consider Upgrading Your Invoice Solution

It's important to periodically evaluate whether your current invoice processing solution is meeting your needs and if it's time to upgrade or replace it.

Is it ever too early to look for another solution?

Looking into alternative options & upgrading early on can ensure your processes stay efficient

Master Data and Invoice Automation

Master data drives the Source to Settle processes

The master data is used to drive the procure-to-pay process and is key to the success of invoice automation. Without it, it is difficult for any level of supply chain automation to be implemented.

The use of master data helps to ensure that the procure-to-pay process is accurate and up to date. This includes verifying the accuracy of the data extracted from the invoice and ensuring that the process is compliant and without delays.

Master data helps to streamline the invoicing process by eliminating manual data entry and ensuring that the correct payment process is followed.

EBS to Fusion Cloud – Integration change or Invoice Solution change?

Upgrade from Oracle E-Business Suite to Oracle Fusion Cloud ERP?

Are you considering invoice automation but don’t want to limit your options for going from E-Business Suite to Oracle Fusion Cloud ERP down the road? Conversely, if the decision has already been made to make that shift to the cloud, what are the next steps when it comes to invoicing automation? Does your current solution integrate with Fusion Cloud? If so, is that integration certified?

Do you want to take this opportunity to upgrade or replace your existing invoice automation solution? What have you considered in terms of process change?

Does IDR (Intelligent Document Recognition) work for you?

Should you consider alternatives?

When it comes to Tax engines, organisations commonly use alternative solutions or when it comes to reporting there are again 3^rd party solutions that might have functionality that meet your requirements better.

Why is invoice processing any different, the simple answer it isn’t.  

Does a Tax Engine assist with Invoice Automation and Source-to-Settle?

What benefits does it provide?

We have implemented many invoice automation solutions for customers, but one question that always comes up is “how do we handle tax and what is the best approach?”. Whilst it used to be a requirement that invoice automation should handle tax, the current approach should be to answer “No, what tax engine are you or have you implemented?”. Taxation is a key part of invoice processing, however, the ability to identify and process the correct amount of tax needs to be considered as part of your Source to Settle process, not just invoice automation.

What is ‘Source to Settle’?

Having a competitive edge is crucial right now.

Many businesses are looking at procurement to gain efficiencies. If a Business has inefficient Procurement and Accounts Payable processes, software systems like ‘ Procure to Pay ’ (P2P) and ‘Source to Settle’ (S2S) can bring about notable gains. They can boost efficiency, provide cost savings and tighten compliance across the whole business.

No PO No Pay Policy – the key benefits and challenges

“No PO No Pay” is a simple concept: If an invoice is received from a supplier with No PO associated with it, the invoice will not get paid.  The overriding objective is to improve efficiencies in your business’ procurement processes – making it easier to track expenditure through the purchase order history and it promotes best practices in channelling company expenditure through a formalised procurement process.

Eight ways your accounts payable team can communicate with suppliers

Change is hard. When implementing new technology, whether it’s Oracle ERP Cloud, EBusiness Suite or something else, you have to remember that, even if it is going to enhance the way people do their job, careful consideration needs to be given to how that change is going to be implemented.

How to get staff on board with using new accounts payable software

People don’t like change. Changing long-established ways of working is hard, learning new software is hard.  After seeing first-hand what it takes to successfully implement new accounts payable software, here are our top tips to getting your users on board with the new processes.

Efficient Invoice Processing
Is Straight Through Processing the Answer?

But what is Straight Through Processing and what does that mean?
And is this the right question?

How Mi Invoices application supports Hybrid Working

In the current climate, businesses have needed to enable flexible working.  Mi Invoices has given Customers the ability to transition to home working overnight.

Mi Invoices Integrated with all Oracle ERP platforms

The importance of integration is massively overlooked. Why? Because the whole point of automation is to save time and money.

5 trends set to define the future of your Finance Team post-Covid

As the world begins to emerge from the pandemic, we’ve considered what five top trends Financial Directors simply can’t afford to ignore.

Is your P2P an efficient process?

Would you like a free Health Check?

Oracle E-Business Suite R12 Strategy

Planning your E-Business Suite R12 Upgrade, Enhance & Automate to Future Proof your investment in Oracle

Invoice Automation Project Resources

AP invoice automation project resourcing requirements to enable successful deployment

Undergoing another Finance Transformation Project?

Is transitioning to the Cloud one of the key drivers, so are you considering moving to Oracle ERP Cloud or upgrading Oracle E-Business Suite?
Are you focused on the right areas?

Is RPA the Future

Have you considered an AP Automation Solution?

Introduction to Invoice Automation

Have you considered an Invoice Automation Solution?

News and Press Releases

Arcivate and Industry News and Press Releases

Accounts Payable Invoice Processing Videos

Our invoice automation Tips and Tricks for Procure to Pay (P2P) and Accounts Payable. 

Conferences, Webinars and Industry Events

Details of our and the industry's upcoming events

Automated Invoice Processing

Accounts Payable invoice processing solution integrated with Oracle ERP Cloud and E-Business Suite.