Solution Overview
TMW-Synergize™ Payables for Microsoft Dynamics GP® improves staff productivity, reduces costs and enhances customer service by automating labor-intensive approval and coding portions of the payables cycle and providing easy access directly from Microsoft Dynamics GP® to approved invoices for posting.
The solution enables all documents and correspondence related to a payables transaction to be maintained in a single, secure location. Workflow ensures that invoices received with or without related PO numbers can be processed, confirmed, approved and paid in a timely manner consistent with corporate best practices.
TMW-Synergize™ Payables for Microsoft Dynamics GP® provides Document Capture and Indexing, Direct Access to Documents and Process Management (Workflow).
Document Capture and Indexing
Whether documents are captured by fax, e-mail or scanning sources, all captured files not otherwise processed automatically are delivered to the workflow queue, [INBOX], for manual indexing. All documents added to TMW-Synergize™ are stored immediately and when approved, are made available to Microsoft Dynamics GP® without any manual intermediary steps.
The [INBOX] workflow queue;
a. presents the oldest document in the workflow queue to the indexer
b. prompts the indexer to identify the Document Type, PurchaseOrderID, InvoiceAmt, InvoiceDueDate, InvoiceID
c. confirms the validity of the PurchaseOrderID against Microsoft Dynamics GP® (where applicable)
d. retrieves from Microsoft Dynamics GP® (by PurchaseOrderID) the VendorID, VendorName, ExpectedAmt
e. advances the document to the appropriate PO or Non PO workflow queue
f. routes the documents with No PO # to the respective confirmers and approvers, based on business rules
g. retrieves the next document for indexing
Direct Access to Documents
Documents may be retrieved from TMW-Synergize™ directly through either of the Microsoft Dynamics GP® Payables Transaction Entry and Payables Batch Entry screens.
When reviewing a transaction in Microsoft Dynamics GP®, related documents may be accessed by;
a. selecting "View Documents" from the Extras menu, or,
b. using the keystroke combination, CTRL+D (hot keys)
Process Management (Workflow)
TMW-Synergize™ Payables for Microsoft Dynamics GP® uses document-based workflow scenarios, which converts the current paper and manual process into an electronic workflow that allows your organization to scan invoices in, assign the majority of the indexing electronically, and have the residual information available for keying. The invoices and additional documents are routed electronically to either a PO or Non PO workflow and based on business rules, directed to confirmers and approvers, who then validate the payment of the invoices and make the information ready to be released into the Microsoft Dynamics GP® system. The images of invoices, cheques and related documents are retained in a secure TMW-Synergize Accounts Payable repository.
Once approved, the Invoice is advanced to the AP Department workflow queue to the attention of the payables clerk. On being retrieved from the queue the invoice is assigned a Batch ID as generated in GP®, which it maintains as a common key value.
As the invoice advances through its assigned workflow scenario each transition and interaction with it is tracked and logged, allowing management to do real-time review and management of business processes with a flexibility not achievable under a paper-based system. With the whole of the scenario transparent to management an invoice may be easily located and retrieved at any time irrespective of where it is in its life-cycle.
Once the invoice has been approved it is advanced to a workflow queue for final review by the payables clerk and posting to Microsoft Dynamics GP®. Upon being posted, key data is extracted from Microsoft Dynamics GP® and added to the invoice index data in TMW-Synergize™. This additional index information will allow for greater flexibility in subsequent sorting and retrieval.
Recognizing that each company has its own best practice, the workflow scenario provided with TMW-Synergize™ Payables for Microsoft Dynamics GP® is unlocked and available for modification at client discretion. Each modification to the workflow scenario may be saved and activated under a new revision number, ensuring that any changes are easily rolled back if necessary.
Solution Details
TMW-Synergize™ Payables for Microsoft Dynamics GP® is provided as a turn-key solution with a defined scope and configuration. Additional user licenses may be incrementally acquired, as well as customization or other professional services.
Features
• Configurable workflow scenario
• Data synchronization with Microsoft Dynamics GP®
• Direct access to documents from within Microsoft Dynamics GP®
• Multi-criteria search and automatic collation of related documents
• Rules based authorization
Prerequisites
• TMW-Synergize™ Imaging
• TMW-Synergize™ Workflow
• Microsoft Dynamics GP® (Great Plains) v.10 or more current
Improve your accounts payables process with TMW-Synergize and increase efficiencies, reduce costs and enhance supplier relationships.
For more information on our Synergize integration with TMW Systems, contact us at 905.881.6071 ext 244 or marketing@microdea.com
Microsoft Dynamics GP® is a registered trademark of Microsoft®