Accounts Payable Invoice Tracking Solution that integrates with CAPPS
AUTOMATED INVOICE TRACKING SOLUTION WITH CAPPS INTEGRATION
Document Management Solutions provides Accounts Payable Invoice Tracking Solution that integrates with Centralized Accounting Payroll Personnel System (CAPPS)
CAPPS, the Texas statewide Enterprise Resource Planning (ERP) system, provides a single financial and human resources/payroll administration solution for Texas State agencies.
Automating the invoice payables process
In 2007, House Bill 3106 charged the Comptroller’s office with implementing an ERP to consolidate all the state’s various automated business functions into a single, common set of systems to be used by all agencies. CAPPS, which is an Oracle-based ERP, was chosen as the solution.
Early 2012, the first implementation of CAPPS was complete. Agencies throughout Texas have been using the solution, which initially proved to be an upgrade over existing infrastructure/processes. However, as time has passed, agencies have come to realize that there are some gaps with the solution that resulted in a loss of time and productivity in business processes.
Reducing complexity, improving invoice visibility
One of the businesses processes that experienced a loss of productivity is Accounts Payable.
At the beginning of 2019, the Texas Department of Public Safety (TXDPS) sought to automate their invoice payable approval and tracking process. Historically, TXDPS used SharePoint to track their invoice payables.
Initially, this solution launched the Finance department into the digital age of process automation, however there were some drawbacks that left the agency/department wanting more.
To start, with SharePoint, the agency didn’t have any visibility as to the status of an invoice, in the approval and payment process.
Searchability was also difficult/lacking. Department employees manually saved invoices received by email into SharePoint for archive and were required to monitor and reference each invoice via additional redundant email accounts until the invoice was paid. The employee would also update the status of that invoice, in SharePoint, manually. This made reporting a challenge by often collecting inaccurate or uncollected data.
Fit-for-purpose automated tracking
Later in 2019, TXDPS sought to improve their ability to track invoices, by seeking a solution that would automate their business process. They wanted a solution that would help ingest their invoices and emails, setup queues or inboxes to alert staff in real time regarding invoice status, and of course, integrate with their CAPPS Financial system.
Enter Document Management Solutions, an Austin-based company that specializes in process automation.
Document Management Solutions has extensive knowledge and experience with invoice process automation.
DMS, with the help of the TXDPS Finance team, were able to provide a solution to help automatically ingest all of the invoice payables (along with the emails sent from vendors), auto-assign based on pre-established business process rules, and track the statuses of the invoices throughout their lifecycles.)
Emails automate the notification of an invoice with a status that requires immediate attention. Workflow routes that invoice to the specific party that needs to provide input.
Immediate and long-term benefits
The results drastically changed the way the Finance department managed their invoice payables with quicker processing time to help avoid late payment interest penalties, enhanced employee morale, quicker problem/dispute resolution with vendors, and real-time visibility and reporting on the status of all invoices.
See Document Manager Accounts Payable in Action
Contact Document Management Solutions for more information. We can help your Finance Department automate your Invoice Payable tracking and integrate with CAPPS.
Document Management Solutions is a HUB vendor with DIR Contract: DIR-TSO-4309