Teena Coad

Date of Award

Spring 5-2018

Document Type

Thesis

Degree Name

Master of Science in Information Systems (MSIS)

First Advisor

Christopher Olson

Second Advisor

David Bishop

Third Advisor

Ann Molstad

Abstract

The approvals and processing of the Accounts Payable invoices for the remote facilities involved a manual, paper-based process that relied heavily on the individuals involved in the process to be working in the same location. Lost invoices and late payments were reoccurring issues with the process. There were numerous business objectives for the project. First, to deliver a new custom solution to reduce time spent locating an invoice and the invoice status by at least 90%. Second, to deliver a new custom solution that provides the correct people access to the invoice by at least 90%. Third, to deliver a new custom solution and business process that reduces the amount of time gathering invoice approvals by at least 80%. Fourth, to deliver a new custom solution that provides automatic routing and review processes to reduce process inconsistencies by at least 70%. The technical objective of the project was to implement a system that eliminates file duplication necessities to reduce storage space requirements, in regards to Accounts Payable invoices, by at least 80%. When completing an industry review, the common objectives that exist in the majority of the AP automation projects include the reduction of manual, paper-based AP processes in the organization to increase efficiency, visibility, and control. The automated AP systems on the market today typically focus on five key processes: procurement, invoice processing, payment/remittance, supplier communication, and analytics. The primary focus of this project is specific to invoice processing of non-PO invoices. To further define invoice processing, key sub-processes of invoice processing that organizations evaluate in automated AP systems include invoice scanning/imaging, invoice data conversion to ERP, automated workflow, and full ERP integration. After a review of available options, it was determined to expand the customized AP Routing solution that was originally designed for one entity in the organization to allow usage for multiple entities. In order accomplish this, enhancements had to be made to allow for multi-entity usage and user interface enhancements had to be developed. With the primary focus of this project related to non-PO invoices and the project being viewed as successful, it has been determined that the next features on the roadmap for this application is focused on PO invoices and 3-way matching.

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