Thirty years is a small eternity in the tech world, but that’s how long Enterprise Resource Planning (ERP) software has been around. Originally developed as individual software suites designed to run core processes for departments such as manufacturing, finance, human resources, supply chain and procurement, this technology has evolved into a single, consolidated entity. Today's ERP systems cover a broad range of functions, typically reside in the cloud, are increasingly supported by Artificial Intelligence (AI), and - equally important - are easily extendable to offer greater capabilities.
This interoperability across the cloud is in no small part driven by the fact that an ERP software suite is a multi-purpose, generalist tool designed to work with companies of all sizes and across industries. What’s often missing from ERP suites, though, are specific, specialised features that accounts payable automation systems both use and need.
The importance of the Accounts Payable function
Of all the financial systems, the Accounts Payable (AP) function is perhaps one of the most important. This is the part of the finance department tasked with processing and reviewing paper and electronic transactions between the company and suppliers, and then ensuring that all of the data from these incoming documents is properly recorded, invoices are approved and payment is issued.
While this may seem fairly straightforward and simple, the reality is that how well the process is conducted will have a significant impact on company operations. And it's worth mentioning that the process contains plenty of potential pitfalls both obvious and subtle, especially if the AP (invoice) process is still being handled manually.
When it comes to manual workflows, the dependency on human labour has unique issues, starting with the simple fact that the quantity of incoming documents can be overwhelming. The larger the number of documents, the longer they take to process and the more potential for errors. All the documents need to arrive into the system, including physical transportation, analysis and input. They need to be processed and reviewed, hopefully any errors such as duplicates or false charges caught and then approved. If the designated approver is suddenly away? And nobody else able to take their place? What about post approval, with cheques needing to be produced, signed and sent? How are all of the documents archived? What happens when payments are delayed or simply late, will that affect future supplier contracts? Plus, the difficulty linked to tracking everything and doing so in a legally acceptable format (that hopefully makes audits, analyses and taxes somewhat painless).
The conclusion should be easy: if each step of the AP function doesn't run smoothly, the foundations of a business - the finances and supplier partnerships that make the company function - don't run smoothly either.
The impact of AP automation
The good news is that as technology has evolved, so have paperless solutions for overcoming or eliminating pitfalls in the process. Just imagine an option for transforming the manual, repetitive and time-consuming aspects of document processing into a streamlined, digital environment capable of increasing growth, driving productivity and reducing costs? This option exists in the form of AP automation.
In other words, AP automation ensures that the AP process workflow runs smoothly. It provides a reliable, secure, 24/7 capability to continuously capture invoices across multiple channels, quickly review and vet them, then route them for approval and payment. Automation doesn't get tired and smart automation learns from every transaction.
My ERP already has AP automation capability: Why look elsewhere?
Due to the way in which they are designed to cover a wide range of functions, many ERPs already have some form of AP automation in place. If this is the case, why is there any need to look elsewhere for accounting solutions? Why would the ERP provide any kind of extension or partnering capability? Why would a company even care?
Remember that as mentioned before, an ERP is designed to cover a broad range of functions, which does often include some level of AP automation capability. However, the key word here is "broad." The ERP offers an all-encompassing approach as a generalist, whereas a specialised automation platform solution provider can offer exactly that: specific, specialised features.
For example, the SAP software suite offers a comprehensive solution that includes AP automation. However, with such an important function requiring attributes that are more specific than general, SAP created a digital collaborative environment to benefit users. This includes technology partners whose systems are compatible with the SAP environment and are specifically integrated with the SAP capabilities to provide a seamless experience for users.
Yooz is one such partner. When it comes to handling purchase orders, invoices and other documents related to the AP function, a specialised platform for purchase-to-pay automation, such as cloud-based solution Yooz, offers companies the ability to maximise their investment in an SAP system. Seamless integration with your ERP is the secret to supercharging the finance function end to end and making the most of automated invoice processing in SAP and SAP AP automation.
The SAP / Yooz partnership
The SAP/Yooz partnership helps you to get the most out of your digital experience, leveraging technology to grow faster, improve resiliency and remain competitive. The partnership offers a seamless integration right out of the box, where information is shared (and searchable) between platforms in real time. This means that together the two solutions are operating as a single (now supercharged) system that makes the entire workflow easy to track, fast to search and thanks to Yooz's advanced three-way matching process, much more secure against errors and fraud. You'll have:
- A complete view of and increased visibility across your AP operations
- Real-time data that gives you better control over your operations and the ability to make informed strategic decisions
- Digital tracking and storage compatible with the MTD requirements
- Employees that are empowered and challenged
Even more specifically, you'll also have the ability to do things like:
- Review and approve invoices from anywhere, anytime
- Identify discrepancies from the beginning of the process and route them as needed (saving time and cost)
- Expand usage as needed (Yooz does not require a contract and, thanks to the cloud, can easily scale alongside your company)
- Take advantage of early payment discounts and eliminate late payment fines
Benefit from seamless and painless integration with Yooz and SAP AP automation
The powerful combination of SAP AP automation with Yooz offers the ability to unlock a new level of productivity and efficiency, one characterised by paying every invoice on time and empowering the team with maximum freedom to be creative and love their job. Not only does it usher in a new level of capability when working with automated financial systems, it supports you in getting the maximum return out of your ERP system investment. By seamlessly integrating Yooz with SAP AP automation, you ensure a smooth transition and enhanced functionality, enabling your organisation to streamline Accounts Payable processes with unparalleled ease and effectiveness. This integration facilitates a seamless exchange of data between platforms, optimising workflows and maximising the benefits of both systems.
| Benefit | Description |
| Improved Productivity | Automates repetitive tasks in the AP process, freeing employees to focus on high-value work and fostering creativity. |
| Enhanced Accuracy and Fraud Prevention | Yooz’s advanced three-way matching and error detection capabilities reduce manual errors and mitigate fraud risks. |
| Real-Time Data and Visibility | Provides instant access to AP data, empowering strategic decision-making and better operational control. |
| Scalability and Flexibility | Cloud-based solution that scales with business needs and allows invoice review and approval from any location. |
| Cost Reduction | Helps avoid late payment fees and enables early payment discounts, directly impacting the bottom line. |
| Seamless Integration | SAP and Yooz integrate effortlessly, allowing real-time data sharing and smooth workflows, maximising ERP investments. |
| Enhanced Compliance | Ensures AP processes meet legal requirements, with secure digital storage and easy auditability, complying with MTD standards. |
| Employee Empowerment | Streamlines workflows and removes manual bottlenecks, giving employees more autonomy and a more satisfying work experience. |
Don't wait! Reach out today to learn more.
