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Company Name:
Address:
Contact Name:
Title:
Phone:
1. What is the approximate volume of invoices on an annual or monthly basis?
2. What is the volume/percent of invoices are received via EDI?
3. What is volume/percent of paper based invoices?
4. What is the average number of pages per invoice?
5. Describe any peak or cyclical periods that affect invoice processing volumes.
6. What percentage of invoices is PO-based versus non-PO (i.e. Check Requests)?
7. Which header and footer information is currently manual data-entered directly off the invoices?
8. For non-P.O. invoices, is line-item information currently keyed-in as well?
9. In addition to the above, is there any other information that is keyed-in by a clerk?
10. Briefly describe the current AP process and workflow (follow an invoice through the system
from receipt to check cut to vendor including level of approvals, critical item identification, etc).
11. How many different vendors does AP department deal with on an annual basis? Does the
80/20 rule apply to the invoices (large percentage of invoices from a lower percentage of
vendors)?
12. How many Full Time Equivalent (FTE) AP clerks perform the task of sorting and manually
keying-in data related to invoices? Are any of the AP functions outsourced?
13. How many hours each day does an AP clerk spend processing invoices? (or provide total
hours per week to process across staff)
14. What is the average burdened rate for each resource processing invoices?
15. How long does it currently take the AP department to process the invoice once it is received in
the mailroom? Does this result in missed discount opportunity or penalty assessment?
16. What is the AP/financial system? (Dynamics GP/SL/AX/NAV, JDE, SAP, Oracle, PeopleSoft,
Lawson, etc)
17. Is there a content management, workflow, and/or image archive/retrieval system? If so, which
solutions are in place?
18. Are invoices currently scanned? If yes, which scanning software is currently being utilized for
Capture? What type of scanner is used?
19. How are the documents being received (via mail, fax, multifunction device, etc.)?
20. Who has P&L responsibility for this process or business unit?
21. What are the organization's 3 Top Goals for exploring the automation of invoice processing?
(i.e. Time to Process an Invoice; Reducing Labor Costs; Late Payment Penalties; Double
Payment Errors; Lost Invoices; Auditable Paper Trails;
Increased Processing Without Adding
Clerks; Early Payment Discounts; Reduction in Paper Handling)?
22. Are you interested in storing your scanned documents in MS SharePoint? If yes, are you
interested in having the documents automatically available to the users of your accounting
system?
Yes
No
23. Are you currently using SharePoint?
a. If yes, which version and are you planning to upgrade soon?
b. If no, do you have plans to use it and when?
24. How many people in your organization need access to scanned accounting documents?