Is it Possible that Your Accounts Payable Process is an Opening for Potential Hackers?
We've all seen the red highlighted message at the top of an email, "CAUTION! IF THIS EMAIL ORIGINATED OUTSIDE OF THE ORGANIZATION DO NOT CLICK ON ANY LINKS".
Does your Accounts Payable Process rely on suppliers emailing invoices to your business and your AP Staff then open each email one-by-one, download a PDF or file to their computer and then print each invoice to paper.
"EMAIL IS THE NUMBER ONE METHOD USED BY HACKERS TO EXPLOIT AN ORGANIZATIONS INFRASTRUCTURE, GAIN ACCESS AND STEAL INFORMATION"
An AP Automation platform like, "Vision360 Enterprise", eliminates the need for AP Staff to open emails, download PDF files and print invoices. This dramatically reduces the risk of fraudulent emails exposing an organization to potential hacking or phishing schemes.
In addition, this is an incredible time saver by reducing the amount of time and energy it takes an AP Department to open and print emails.
An AP Automation platform like "Vision360 Enterprise" will apply a series of business rules and validations against the incoming invoices to further ensure that they are being submitted from "legitimate vendors". By having centralized processing coupled with consistent internal controls that are applied systematically and not relying on human intervention the risk of potential fraud is greatly reduced.
What are computer hackers?
Computer hackers are people who break into internet-connected devices such as computers, tablets and smartphones, usually with the intent to steal, change or delete information.
Just as other thieves have malicious intent, hackers usually find their way into devices for negative purposes. (However, one exception is so-called white hat hackers, whom companies hire to break into their devices to find security flaws that need to be fixed.) Hackers may want to steal, alter or delete information in your devices, and they often do so by installing malware (software used for malicious purposes) you might not even know is there. These thieves might get access to your most precious data before you’re aware of a break-in.
Types of hacking: Ransomware is on the rise!
Here are some of the reasons computer hackers break into devices:
Accounts Payable Automation systems can modernize your invoice processing by reducing risk, providing cost control and increasing efficiencies. Please consider registering for one or our informational webinars or contact us directly for more information.
Today's CFO faces never ending pressures to grow revenues, ensure financial controls and reduce operational costs across the enterprise. This is no easy task for any CFO, who has to deal with things like economic uncertainty, increased regulatory requirements and increased scrutiny from investors.
CFO's have a few diverse and challenging roles, Steward, Operator, Strategist and Catalyst. The traditional role require CFO's to preserve the assets of the organization by minimizing risk and getting the books right and running a tight finance operation that is efficient and effective.
It's increasingly important for CFO's to be strategists, helping to shape the overall strategy and direction, instilling a financial approach and mindset throughout the organization to help all parts of the business to perform at a high level.
As Strategist, CFO's help influence the future direction of the company by taking a seat at the strategy planning table. CFO's are vital in providing financial leadership and aligning business needs and financial strategies to grow the business.
As Catalyst, CFO's can drive the execution of change within an organization. CFO's are in a position that allows them to drive business improvement initiatives such as enterprise process improvements, cost reductions, and innovations that add value to the business and affect the bottomline.
As Operator, CFO's have to operate an effective and efficient finance team that provide many different financial functions to the organization such as treasury, tax, sales, planning, analysis, accounts receivable and accounts payable.
As Steward, CFO's work to protect the vital assets of the company, ensure compliance with financial regulations, close the books accurately and communicate value and risks to investors and boards.
With all of the challenges faced by today's CFO how can Accounts Payable Automation help? By leveraging current AP Automation technologies, finance departments operate at a much higher efficiency level, with lower overall operational costs than those finance teams relying on manual processes.
The CFO can now be assured that financial rules, policies and procedures are being enforced by the AP Automation technology. This ensures that proper protections are in place, segregation of duties are enforced and compliance requirements are met.
Since today's AP Automation solutions provide an extremely high-level of efficiency gains, finance departments are no longer burdened by time-consuming, error-prone, manual tasks and can now focus on financial tasks that will help CFO's to manage cash flow, monitor liabilities and make more effective business decision regarding the future growth and bottomline of the company.
Vision360 Enterprise, by BlueCreek Software is one of the fastest growing AP Automation solution providers on the market. Our services and solutions are trusted by iconic brands like Welch’s and Yankee Candle and across all types of industries from manufacturing and retail to healthcare and high-tech. For more information about Vision360 Enterprise or any of our services and solutions please visit our website at www.Vision360Enterprise.com or contact us directly 603-437-1400.
Studies show that best-in-class companies outperform other businesses by automating their invoicing processes, and other key business processes, with document imaging and workflow stems. According to Aberdeen Research’s “Invoicing and Workflow” study, businesses that automate their account payable operations reap significant advantages—including processing their invoices significantly faster and at much lower cost.
For companies that fail to automate, the study found, “Paper invoices and manual processing continue to hamper accounts payable operations, keeping suppliers in the dark and failing to give accounts payable the visibility it needs to actively manage organizations’ cash positions.”
Best-in-class companies, on the other hand, overcome this impediment by pursuing “comprehensive accounts payable automation to drive continued performance improvement.” The end goal is to maximize the impact of automation on all accounts payable processes, from receipt to scanning to approval workflow through payment.
How well does automation improve invoicing operations? According to Aberdeen’s research, best-in-class companies outperform their peers by a considerable margin, taking 3.8 days and a cost of $3.09 to process an invoice vs. the industry average (middle 50%) of 9.7 days and $15.61 per invoice. For the bottom 30%, it takes 20.08 days at a cost of $38.77 per invoice.
Respondents who implemented document imaging and workflow automation reported 21% lower invoice processing costs than others, while also securing early payment discounts on more than twice the number of transactions. Further improvements, the study found, can be gained from integration with back-end financial and ERP systems and the use of performance-monitoring dashboards.
A Surge in Workflow Deployment
Aberdeen Research’s findings jive with those of PayStream Advisors’ latest “Invoice and Workflow Automation” survey, which showed that electronic invoicing and automated workflow are both experiencing increased adoption, as more companies strive to migrate from a manual paper-based invoice system to an efficient automated system.” As PayStream Advisors notes, “Skeptics may still doubt the ROI of automated approval workflow, but it is getting harder to defend that position in the face of the facts.”
PayStream Advisors’ study, which surveyed 500 accounts payable professionals, showed that the top three financial automation technologies that have been most useful include eInvoicing, workflow, and front-end imaging/OCR. Electronic invoicing and automated workflow are the top automation goals for accounts payable in 2013, the study showed.
The number-one benefit cited for approval workflow was the quicker approval of invoices (76 percent), while one-half were able to increase employee productivity, and nearly 60% reported lower processing costs.
As PayStream Advisors notes, invoice processing can be expensive and time consuming when performed using manual processes and paper documents, while electronic invoicing and automated workflow can lower costs and speed up processing.
Overall, more than one-half of companies that adopted eInvoicing solutions cited a reduction in labor or processing costs and faster approval cycles as key system benefits, as well as greater visibility into spending, improved cash management, and an increased ability to capitalize on early-payment discounts.
As workflow technology becomes easier to deploy and more affordable, including software-as-a-service offerings, more businesses are able to obtain the benefits. As PayStream Advisors reported, “The market for electronic invoicing and automated workflow continues to open up as adoption trickles down from large organizations to small and medium enterprises.”
About Vision360 Enterprise and BlueCreek Software: BlueCreek Software is the developer of industry leading accounts payable automation system, Vision360 Enterprise. Vision360 Enterprise provides accounts payable automations services, systems and solutions to leading companies across the United States and Internationally. For more information about our Vision360 Enterprise accounts payable automation solutions please contact us www.Vision360Enterprise.com or call (603) 437-1400.
Answer a few questions and get a quote. It's that simple!
The process of evaluating accounts payable automation solutions can be a daunting and very confusing task with all the options and possibilities.
Let's face it, accounts payable automation is not a new concept and has been around for years now. Once upon a time this type of solution was for the big boys, but today companies of all shapes and sizes can realize a significant benefit and reduction in accounts payable.
If you're interested in the cost of accounts payable automation to decide if this is even doable for your organization or need a quote to satisfy your purchasing requirements then consider using our "SELF-SERVICE" quoting system.
With all Finance has to get done in a given day sometimes it’s hard to find the time to step back and track how efficient and effectively your department is running. Finance deals in numbers all day. But how often are you generating numbers to find out how efficient your finance team is?
But benchmarking is more critical than ever. By monitoring your functions’ performance you can determine where you can streamline, boost efficiency (and possibly cash flow) and incentivize staffers to do an even better job.
So what are the best metrics out there? Here are a few to get you started. How many of them are you currently using … and how many more could you be?
The last thing you want is for people to think you’re trying to “catch them” doing something wrong in their jobs. Better to position metrics as a way to raise the bar and a springboard to figure out what needs to most attention.
Please share any additional metrics you are using today!
Is Paperless Accounts Payable & Invoice Automation Right Fit for Your Accounts Payable Department? Find Our With This Free Webinar!
Have you been thinking about paperless accounts payable processing? Confused by all the choices? Curious to learn more? Not sure if this will work in your AP department? Then this webinar is perfect for you! Register today!
- 30-Minute Webinar: Paperless AP Processing
- When: Thursday February 19th, 2015
- Times: 11:00 am & 3:30 pm (EST)
- Where: http://www.bluecreeksoftware.com/webinars.html
There is NO-COST to join this webinar.
Many organizations are considering ways to reduce the manual processes associated with processing, routing, coding, approving and entering supplier invoices. Want to find out what it takes to go paperless and streamline your accounts payable processing? Then you don't want to miss this webinar.
Who Should Attend: AP Managers, Controllers, CFO"s, IT Managers or anyone interested in improving their AP process and going paperless to reduce costs, save time & money.
- No Software to Purchase
- No OCR Software Required
- Capture Inbound Supplier Invoices
- Route Invoices Automatically
- Simplify GL Coding
- Perform 3-Way Matching
- Eliminate Manual Invoice Entry
- Prevent Duplicate Payments
- Generate Month-End Reports
- Accounts Payable Dashboard
- Reduce Invoice Processing Costs
- Streamline Your AP Processing
During this webinar we will review challenges in accounts payable, costs associated with processing invoices, drivers for improving accounts payable, paperless processing, integration with systems like Oracle, SAP, JDE, MS Dynamics, building your business case and then Q&A's.
Past attendees include industries like manufacturing, retail, healthcare, higher education, biotech, pharmaceutical. transportation, financial, distribution, legal and many, many more!
This is a great webinar for anyone who is wondering if AP automation, invoice workflow or paperless AP processing is right for them.
Space is Limited! This Webinar Will Fill Up FAST!
Register today: http://www.bluecreeksoftware.com/webinars.html
Past Attendee Feedback:
"Thanks to your webinar we've decided to take a closer look at our AP process"
"Thank you for taking the time to answer our questions"
"We had no idea it was this easy"
"Great webinar, right to the point
Not Going Paperless? Here Are Some Tips Then To Make Life A Little Easier In Accounts Payable.
Let's face it, processing supplier invoices can be a daunting task and in some cases a smaller accounts payable department can feel the "invoice processing pain" simply due to a lack of resources more so than larger companies who may be drowning in shear volume of invoices. Either way the steps of processing, routing, matching, approving, coding, entering and paying invoices is error-prone, labor intensive and in-efficient. So what do you do if upper management isn't onboard with accounts payable process improvements or invoice automation?
Here are a few ways that being organized and following standard processes can help.
1. Don't pay from invoice copies. This can lead to duplicate AP transactions and payments. If you have to pay from a copy, be sure to check your records for the same invoice number and dollar amount.
2. Make sure you have a W-9 on file BEFORE paying a vendor. This will save a lot of hassle at year-end when you need to prepare 1099s. Fines for not complying with 1099 reporting can be hefty and the rules change from time to time.
3. Have rules about how invoice numbers are formatted and entered. If accounts payable team members are all using their own rules about entering invoice numbers (like what to do with leading zeros), it will be difficult to track down anything. Also, make sure you have a policy for invoices that don't have invoice numbers on them.
4. Segregation of duties! The person entering the invoice should be different from the person approving the invoice who should be different from the person signing the check.
5. Centralized receipt of supplier invoices. Okay, so this is easier said than done however, having all invoices come to the accounting department first before being sent out for approval(s). This way the invoice can be logged before it enters the black hole.
6. Enter invoices one at a time. Do not enter invoices as a batch. Each one should be entered individually in order to have an audit trail.
7. Coding of invoices. All invoices should have the G/L account coding written on them as well as any notes about special handling.
8. The amount of the invoice should be entered as billed even if you don’t plan on paying the full amount. A credit memo can be entered and matched against the invoice later. The key is to remember the audit trail.
9. Have a new vendor welcome letter that you can send informing them of where invoices should be sent, what information you require to process their invoices (like a vendor ID number) and any forms you need completed. Vendors will appreciate the information to ensure their payments aren’t held up.
10. Watch your payables carefully to take advantage of any discounts being offered by vendors. It can add up to a nice sum by the end of the year.
11. Setup your vendor files alphabetically and file your paid invoice as soon as completed.
There are many more ways to ensure a smooth accounts payable process if upper management won't go for process improvement. Feel free to list your own ideas that may help others looking for ways to make their accounts payable process better.
3 Ways Email Alerts & Reminders Make Life Easier in Accounts Payable Departments
A typical day in accounts payable is anything BUT typical. A day in accounts payable should really be called, Mission Impossible! Why you ask? The accounts payable department and responsibilities of the AP staff go well beyond paying bills.
A few of these tasks include opening mail, sorting invoices, matching, getting approvals, coding, entering invoices, check runs, answering calls, filing paper, dealing with closes and audits. With everything that's going on in an accounts payable department its no wonder that keeping track of invoices can be a challenge and chasing down invoice for approval can even be more of a headache.
Here are 3 ways email reminders can help make life better and keep your payable process on track.
1. Email alerts let approvers know when NEW invoices arrive that require review and approval. The approver simply opens the email and clicks a link within the email. The link then brings them to the invoice or invoices that requires their attention.
2. Email alerts can also notify and escalate invoices that have gone untouched for a predetermined amount of time to manager for approval. Example, an invoice arrived from a supplier that offers a 5% discount if the invoice is paid with 10 days. Unfortunately, the approver had been out on vacation and didn't see the first email alert. So an email notification and automatic escalation sent the invoice promptly to a next level manager that was able to approve the invoice and take advantage of the 5% supplier discount.
3. Email alerts eliminate the need for accounts payable staff to waste valuable time chasing down invoices only to hear that the approver never received a copy or that they sent it to accounts payable and AP lost the invoice. With email alerts and escalations gone are the days of the "blame game" where accounts payable is caught in the middle.
By utilizing email alerts as part of a comprehensive accounts payable process improvements initiative departments can expect to realize a significant level of improvement, reduction in manual steps and peace of mind.
Vision360 Enterprise helps companies of any size to improve their accounts payable process. Whether you have one accounts payable clerk to a full shared service center, entry level or global enterprise, Vision360 will help you reduce and eliminate the manual processes associated with receiving, routing, coding, approving and entering invoices.
Vision360 Enterprise will save you time, labor and increase efficiencies across your organization.
Are Your Vendors Happy?
We all know how important it is to keep customers happy. Don’t meet their needs or make them mad and they may leave you. Even worse, their comments may cause others to leave with them. Just like customers, you also need to keep vendors happy. If you don’t you may find your credit line cutoff and that you cannot get essential products and services. Imagine what happens when you cannot get the product you need to sell or use in your manufacturing process.
Pretty soon it impacts your company’s ability to satisfy customers. The accounts payable days analysis is a statistic you can calculate that indicates how good of a job you are doing managing accounts payable and keeping your vendors happy.
Days payable outstanding (DPO), defined also as days purchase outstanding, indicates how many days on average a company pay off its accounts payable during an accounting period.
Days payable outstanding means the activity ratio that measures how well a business is managing its accounts payable. The lower the ratio, the quicker the business pays its liabilities. It also shows the average payment terms granted to a company by its suppliers. The higher the ratio, the better credit terms a company gets from its suppliers. From a company’s prospective, an increase in DPO is an improvement and a decrease is of course, "not good for business and cash flow".
Value is a two-way street. Of course, vendors want to provide their clients with the best possible return on their investment. But they're a business, too. If a client makes a project difficult to staff, hard to schedule and costly to execute, more likely than not it will affect the initiative's outcome and value negatively.
On the flip side, though, there are clients, even very large ones, that help vendors get through their internal processes, bureaucracy and political hurdles. Clients that smooth the way for vendor teams internally are going to get a superior value from their investment in our services. Effort will be spent on the work the vendor was hired to do, not on jumping through hoops. The vendor staffs up, their people get to work and they are able to focus – which always results in better quality and value at the end of the day.
Once negotiations are closed, vendors want to shift their focus from winning the business to meeting the goals and expectations of their client. Yet they sometimes encounter major delays, bureaucratic hurdles and work stoppages based on internal processes and politics. This only hurts the client's project, yet it is often caused by the client organization's own internal structure and approach to management.
So. Look at your vendor management processes. Would you want to work with you? Are you making your vendors happy? Do they have a fast-track, once you've signed with them? Or do they have to navigate a complex system of approvals and oversight? Are your schedules in alignment with theirs? Do your internal teams understand what's going on, who's involved and what the goals are? How many levels of management do they encounter? Do they have a point-of-contact with authority?
Vendors usually expect to navigate these processes with every client. Even giant companies with hugely complex internal systems and challenging politics can get great value from their vendors by providing them with the tools and management resources they need from the start. As businesses invest millions into their technologies, and vendors do more and more of the work, any organization that engages with technology vendors on key initiatives risks a great deal by failing to be good to work with.
In a recent study by the Institute of Financial Operations (IFO) on Accounts Payable Automation, over 95% of the respondents said they still receive paper invoices in the mail. It is 2015, it is time for your company to improve the way you company processes incoming invoices.
By now you have probably heard that Accounts Payable (AP) processing isn’t as efficient as it should be. You probably have heard the risks of misplacing invoices, not paying them on time, the time it takes employees to file and retrieve these invoices or documents, and much more. You are more than aware that AP automation will give you the efficiency, cost controls, visibility, and accuracy of information that your industry demands to be successful.
Our ERP System Can Do That - While your ERP or accounting system might have an accounts receivable module, they notoriously lack the functionality, control, insight, and automation required to support the accounts receivable management process. ERP simply were not built for accounts receivable mangement; some of the major issues with managing A/R in your ERP module include their inability to handle disputes and dispute resolution, the need for additional dependent modules, the lack of sophisticated reporting, the need for outside applications and spreadsheets to fill functional gaps, their inability to automatically update account information, and extreme process and workflow inefficiencies.
We Don’t Need Automation – Do you want to save time and money and realize fast ROIs? AP automation allows organizations to get on top of their invoice management agenda, providing solutions with unrivaled ease-of-use, flexibility and powerful matching capabilities. Automated AP solutions provide increased productivity, reduced processing costs, improved process transparency and minimized errors and fraud. Other benefits include multi-channel interaction, rapid ROIs, touchless processing and easy scaling. Solutions cover the full invoice management process from capture through validation, process management, archiving and reporting. Rather than spending time on redundant tasks like data entry, filing, sorting, copying, etc. employees can concentrate their efforts on work more directly related to your bottom line.
Automation Doesn’t Really Save Money – The cost to manually process an invoice can range from anywhere between $5 – $25, and with strategic automation, this cost can be reduced to an average of $2.50! High costs include those associated with the errors of manual data entry, invoices getting lost while they are routed from one individual/department to another, exceptions processing, accrural delays, failed audits and duplicate invoices. Automation provides a 90 – 95% reduction in paperwork which leads to a 25% increase in labor productivity.
We’ll Lose Control - Automation actually provides greater visibility, allowing authorized users to see invoice status at any time. Invoices are no longer left unattended, and employees are held accountable for their role in the approval process. This in turn leads to greater control since processes are automatically updated as invoices make their way through workflows, providing more time for focus on exception handling.
We Can’t Afford Automation – Actually, you can’t afford not to have AP automation. With the right solution in place, you’ll save time and money currently spent on manual processes while avoiding things like double payments and forgotten invoices. And, with cloud-based solutions, there is no upfront software purchase required and no dedicated IT team to be put into place. Using this type of solution enables organizations to realize faster ROIs by basing return on documents processed rather than viewing it as a project.
We’re Too Small For Automation – No matter what the size of an organization, there are employees assigned the task of manually entering invoice data when they could be focusing on more strategic responsibilities. Just like with larger businesses, there is money to be saved through the implementation of an accounts payable workflow, including lost invoices and failed audits. And with the use of cloud-based solutions, costs are minimized with solutions available to fit any budget.
We’re Too Big For Automation – AP automation solutions were actually first designed with larger organizations in mind, so they are able to handle large volumes of invoices. With the abiity to create effective workflows and integrate with existing ERP systems, automation is a no brainer for the larger business that has many more departments and employees for a single invoice to pass through. There is a greater chance for error with a manual system used in a big business since there is a higher number of invoices and more people handling them. Automation takes manual procedures out of the mix allowing for increased control and visibility.
We Don’t Have Time to Implement Automation – There are many AP automation solutions to choose from, many of which require no dedicated IT teams or special training. You can decide whether to outsource, insource or use a combination of both. Any time spent on implementation will be quickly regained through rapid ROIs.
About Vision360 Enterprise: With Vision360 Enterprise there is nothing to purchase, no software licensing restrictions, no annual software maintenance and very little IT resources needed. Vision360 Enterprise automates the routine steps involved in approving invoices. Once supplier invoices are captured, the invoices can be routed to approvers based on business rules, through multiple levels of approvals, coded and released for payment.
The benefits of integrating Vision360 Enterprise accounts payable processing with MS Dynamics:
- Seamless integration reduces the need for technical resources
- Allows for rapid deployment
- Accounts payable dashboard provides 100% visibility to supplier invoices
- Eliminates 100% of paper invoices
- Captures email invoices electronically
- Eliminates the need for data entry
- Powerful coding tools
- Perform 2 & 3-way matching
- Data validation engines ensures accuracy
- Centralized processing and controls
- Complete audit trail of approval activity
- Generate instant efficiency reports
- Instantly access invoices from electronic archive
- Enforces your security, processing rules and compliance
We do not take a one size fits all approach to any engagement. Our strength is in our ability to objectively evaluate the business problems and challenges that affect every day. By leveraging our business process solutions experience, coupled with our technical expertise we are able to effectively analyze and recommend a variety of viable solutions to fit the needs of any business problem and challenge we are faced with.
For more information contact us or call 603-437-1400 x308
An Accounts Payable manager from Carolina Steel Group, LLC is heading to jail after being convicted of multiple counts of wire fraud and money laundering.
During her time at the steel company, Angela Womack, 51, allegedly opened personal accounts under the name ‘IBOCF’ and would create vendor cheques payable to ‘International BOCF,’ attempting to cover her tracks by including them on the company’s vendor reports... read the full story.
Vision360 Enterprise Accounts Payable Automation Solution by BlueCreek Software reduces time wasted chasing down paper invoices by automating invoice approvals, eliminating manual data entry, eliminating paper invoices and reducing processing costs.