Simplifying and Modernizing Billing/AP/AR For Distribution Companies

How to Create The Next Generation Billing/AP/AR Lifecycle for Improved Cash Flow Using DAS Solutions

Overview

Your business is built on efficiently and accurately moving goods and products. Shouldn’t your billing, accounts receivable and accounts payable processes be just as efficient and accurate? With DAS Billing/AR/AP Solutions for Distribution, our customers have achieved significant cost savings through reduced cycle times, increased working capital, and increased service satisfaction through greater first call resolution.

The Challenge

As your business evolves, the complexity of your invoice-

handling process also gets more complex. You start to face challenges associated with lengthy transaction times, lost invoices, duplicate processing and expanding administrative costs. You find some of the following: 

  • Paper is everywhere – No matter where it lives—from the dock, to the warehouse, to the office—paper is everywhere, and keeping track of it can be challenging.
  • Slow and inaccurate billing – You need accurate billing and accounts payable invoices and supporting documents, but your current system may be cumbersome.
  • Different systems don’t play well together – Disparate accounting/billing and logistics systems may not work together as efficiently as possible.
  • Time consuming paper-pushing involved – Current practices rely on paper and can be labor-intensive.
  • Mailing time adds days to getting paid – More time spent generating, matching, distributing, and mailing paper billing invoices and documentation can add days to your process and a longer time to receive the cash your business needs to thrive.
  • No historical reference information – Production systems may not store historical transaction pricing information.
  • Lack of supporting documentation – Cash flow can be impacted if systems aren’t readily able to access supporting documentation to answer a customer’s question.
  • Slow A/P process – Your staff gets bottlenecked and can only handle a limited number of invoices promptly and accurately.
  • Required approvals are manual – Lack of automations to capture, file, and route invoices—whether submitted in paper form, electronically or by fax—for the required approval.
  • Expensive invoice approval system – No web interface to extend invoice approvals across your enterprise efficiently.

The DAS Solution

Streamline Processes, Eliminate Obstacles, and Gain Insight into Efficiencies – What Installing 1000+ Systems Has Taught Us

After a careful health check, DAS engineers analyze current systems and processes, uncovering the challenges listed. We can then recommend various paths our clients can take to best solve these inefficiencies. Most end up taking our highest recommendation that involves implementing our Enterprise Content Management (ECM) based solution for Distribution.

The DAS ECM provides a configurable, integrated approach that automates and supports the Billing, Accounts Receivable, and Accounts Payable life cycle. It includes content management, business process automation, and image processing in one simple, yet power, platform

Highlights:

    • Remote users are empowered to participate in the approval process with appropriate security permissions and Internet access.
    • Reporting features provide full audit and on-demand insight into the productivity and efficiency of your systems.
    • Dashboards and reports quickly spot bottlenecks and inefficiencies where improvement is needed.

Solution Benefits

  • Increased staff productivity through automated tasks
  • Reduced operating costs by doing more work with less people
  • Maximized efficiencies by complimenting your ERP infrastructure
  • Integration with many ERP systems including:
    • SAP
    • Oracle Financials
    • Lawson
    • JD Edwards
    • Microsoft Dynamics (Great Plains)
  • Consistent, integrated processes and interfaces
  • Shortened cycle times and increased working capital

Solution Breakdown

A combination of tools and proprietary solutions create a flexible, fully-integrated system:

    • Content Management provides core repository functionality to ensure each and every document is stored, retrieved, and purged when required.
    • Image Processing provides image capture, recognition, and indexing functionality to associated required document properties with each document.
    • Workflow provides business process management functionality from a document centric, process centric, or case (worker) centric perspective.
    • A capture framework enables vendor and/or PO search and selection within image processing.
    • Ingestion enables direct insertion of images and metadata into the content management repository.
    • Customized user interfaces allow for a role-based optimized end-user experience.
    • A Distribution Integration Framework provides integration with 3rd party AP, ERP, and accounting systems.

DAS employs an all U.S. based staff

The Results

  • Paid for DAS project within 6 months (ROI)
  • Eliminated and repurposed in organization 10 FTEs
  • Repurposed entire file room square footage for more profitable activities
  • Eliminated missing files that were misplaced or unattended on desks
  • Improved customer service and reduced call backs
  • Eliminated hold times around pulling records

About DAS

DAS is an award-winning ECM consulting firm and IBM Premier Business Partner specializing in the Distribution industry. By understanding clients’ business needs and challenges, DAS delivers Applied Intelligence solutions that help organizations manage their content, reduce costs, and mitigate risk.

Work With DAS

About DAS

For three decades, DAS has built its business on first listening to its client’s unique needs and challenges. Without a strong relationship-based consulting approach, DAS would not be able to continually return award-winning, best-in-class solutions to the world’s most respected organizations.

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