General Inquiries

Spectrum AP invoice Automation

  • 1.  Spectrum AP invoice Automation

    Posted 08-08-2018 14:36
    Good Afternoon,
    We're a heavy/civil firm that uses Spectrum accounting software. We have significant materials that are delivered to our job sites that we need to match delivery tickets to invoices back in the office. This is a very time-consuming, but necessary process. Is anyone using an electronic solution for receiving delivery tickets in the field that can get matched up to invoices? Also, is anyone using an OCR solution that captures invoice information to help eliminate manual data entry for vendor invoices in Spectrum? We're very manual right now and trying to find ways where we can speed up the process.

    Thanks for any help.

    Glenn Furman
    Chief Financial Officer
    Kerr Contractors of Oregon, Inc.
    Woodburn, OR

  • 2.  RE: Spectrum AP invoice Automation

    Posted 02-05-2019 09:30
    I was hoping there would be some answers here. However, your question does make me hopeful you can help me understand something. I recently came from a company that uses Vista to a company that uses spectrum and I am still learning all that is available in Spectrum, and what is available but not being utilized by this company. My question is about your purchasing to AP process. Are you issuing a PO for the purchases you are being invoiced for, and if so, who is reviewing/approving those purchases. My next question, is anyone approving the invoices? Finally, if the purchase limits are set by the PO and the invoice is entered and can't exceed the PO, and the invoice is approved by a "receiver", then do packing slip papers actually need to be matched to invoices in order to maintain controls? Spectrum allows for the "Receiving" of POs. Can't one just enter the receipts in Spectrum and then AP enters an invoice for what has been "Received" on the PO and no matching of paper is needed? Or am I missing something?

    Eileen Cigala
    Program Administrator
    Capstone Mechanical, LP.
    Waco TX
    (254) 537-9039