Topic Thread

1.  Paperless AP filing system

Posted 10 days ago

Would you mind sharing if you are relying on a paperless AP filing system and what that looks like for you?

We currently utilize VP Vista along with Keystyle.  All of our AP invoices as well as document backup (packing slips, agg tickets, receipts, etc) are processed electronically as attachments within Vista, approvals are performed electronically with document attachments for viewing verification.
Yet, we are still filing hard copies (including printing electronic copies for hard copy filing if we don't have an original hard copy - in other words if the invoice or document backup were submitted to us electronically from the vendor we are printing them out for hard copy filing).

Would you be comfortable relying on attachments within your ERP and forgoing hard-copy filing?

Thank you in advance for your input.



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Jyll Waters CPA, MBA, CGMA, CCIFP
Chief Financial Officer
Vancon, Inc.
Springville UT
(801) 491-8898
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2.  RE: Paperless AP filing system

Posted 9 days ago
For our Vista users, we recommend Paperless Environments t www.paperlessenvironments.com ) . if you would like more info, you can message me or email me at tanner@ewasoftware.com if you would like more info.

 



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Tanner Evenrud
Cheif Technology Officer
tanner@ewasoftware.com
E.W.A Software Solutions
San Marcos CA
(760) 798-9700
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3.  RE: Paperless AP filing system

Posted 8 days ago
Paper filing of anything is so 19th century. All our paperwork is converted to scans or photos and indexed on a server. The IRS accepts images as evidence. We use Bill.com to have vendors send bills directly into our AP system. Aging of payables is automatic. We can file statements, estimates and quotes under the same vendor, in date order.
People used paper systems when there was no other method. Now when I see accountants filing paper -- even bank recons -- I know the staff is bloated by busywork. We haven't done a reconciliation on paper for a year and a half. Contact the IRS some day and ask them for an actual copy of your tax return.

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Eddy Conway
Accounting Manager
Adon Construction Inc.
Kaneohe HI
(808) 236-1700
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4.  RE: Paperless AP filing system

Posted 7 days ago
We use ProContractor by Viewpoint and are paperless as far as AP goes.  Everything is entered, reviewed, and approved through the software.  We only print invoices out when requested by auditors.  The majority of our invoices are e-mailed to us.

We do not scan in credit card receipts. We only scan in the statements.  We keep the credit card receipts in individualized folders.  Other than that, all AP is digital for us.  It is a much improved process than what we were using 2 years ago!

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Jordan Davidson
Accountant
Keymark Development, Inc.
Terre Haute IN
(812) 232-3700
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5.  RE: Paperless AP filing system

Posted 7 days ago
Jyll,

Going paperless is a great way to gain efficiency with modern technology.  I would make sure that your backup systems are sufficient and tested thoroughly.  I also would think about long term access to the attachments.  In the case of Vista, the attachments are all stored in a SQL database or in a windows folder structure.  Both of these allow long term access as long as the transaction data isn't lost.  If you had millions of attachments with no index, it would be painful to find anything.

The system that I've used is Vista Document Control for attachments related to specific transaction (i.e. AP Invoices, AR Deposits, etc.).  I then used a structured windows folder system for all other accounting/hr related documents.  Here is a link to a flow diagram example Document Storage Flow Example.  It may be worthwhile to look at the complete document management systems, but I've found that an organized windows folder system is effective, low cost, and easy to train and maintain.  Generally you should keep paper copies of wet-signed contracts (I wouldn't print a contract that was sent electronically), I-9's and W-4's.  However, you should check with your attorney for specifics in your state.

In the case of an audit, you can provide electronic access to the auditor.  I created a simple custom report for a sales/use tax audit.  The auditor was setup in our conference room and was quickly able to run through the transactions and see the backup documentation.  It was much easier on the accounting staff than the prior audit with paper records.

Is keeping the paper copy equivalent to recording a copy of your books on paper ledgers in case you lose your computerized accounting system?  The double effort can create confusion and lack of control.  Which set of records is the master set and what happens if an entry or record only ends up in one place?


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Kevin Halme
Constructive Tech Solutions
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6.  RE: Paperless AP filing system

Posted 6 days ago
Kevin, thank you for the feedback, I appreciate it.

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Jyll Waters CPA, MBA, CGMA, CCIFP
Chief Financial Officer
Vancon, Inc.
Springville UT
(801) 491-8898
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7.  RE: Paperless AP filing system

Posted 2 days ago
First let me preface we utilize Sage 100 Contractor
Yesterday I just sat in on a presentation by;
Square9
Document Management Software & Solutions | ECM Software Vendor

 I was quite impressed with it's easy an ability to sort and store a large variety of documents regardless of accounting or operational documentation.  Their system is very scale-able ie start simple and keep adding features.  Ability to route and pick documents directly out of emails along with ability to notate or markup documents.

Of course this was their sales demonstration, however, the person visiting was a tech person whom we drilled with questions which he was quick to show solutions and features.

They claim to be able to work with multiple systems where they can do entries uploaded from documents.  You can cut and paste multiple items off the invoice into a searchable table or upload file to accounting.

I had only looked superficially at other systems however was hesitant due dive in based upon their software and seat pricing structures.  I will see what their pricing model looks like next week.

Let me know if there is anyone out there using this system.
Thank you all,
Ken


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Kenneth MacGregor CCIFP, CMA
Chief Financial Officer
Gilmore Construction Corporation
Denver CO
(720) 224-2500
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8.  RE: Paperless AP filing system

Posted yesterday
Hello Ken. I havent heard of that solution before but for Sage100C users, we only recommend Sage Paperless Construction.Its True integration to Sage 100C/Sage300CRE has been there for YEARS and it a full ECM system (document management with Workflows) .

Sage Paperless Construction PDF



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Tanner Evenrud
Cheif Technology Officer
E.W.A Software Solutions
San Marcos CA
(760) 798-9700
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9.  RE: Paperless AP filing system

Posted yesterday
All,

When looking for AP Automation and Invoice Routing for Sage 300 CRE or Sage 100 Contractor i would recommend looking at both Timberscan by Core and Sage Paperless.  It really depends on your company and workflows.  The thing I like best about Timberscan is the Data entry screen resemble AP data entry screen (no learning curve) also Timberscan's interface for approvals seems more intuitive to users and less time reviewing invoices.

Just my take on it -

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William Kormoski
President, Sage 300 CRE Consultant
Kormoski & Associates LLC
Mount Juliet TN
(615) 351-4953
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10.  RE: Paperless AP filing system

Posted 9 hours ago
Hi Jyll, we also use Vista by Viewpoint and Keystyles.  We use pVault by Paperless Environments for our digital document solution and we love it.  It works really well for taking care of our documents, and I highly recommend it.

Jossie Neil

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Jossanne Neil
CFO
James Hamilton Construction Co
Silver City NM
(575) 388-1546
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