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RapidAP integrates via a REST API with Civica Authority, an enterprise solution for local government. This allows councils to leverage the capabilities of Authority, while gaining complete accounts payable automation functionality and a PEPPOL access point through RapidAP. 

Here’s how the RapidAP and Civica Authority solutions work together to provide end-to-end accounts payable automation: 

1. Data capture 

RapidAP uses world-leading Optical Character Recognition (OCR) technology to capture, classify, separate and process invoices (Purchase Order, Non-Purchase Order and Credit Notes) from different file types. Accounts payable staff can scan paper documents so that the OCR can also digitise and validate this data, before sending it to the workflow.   

OCR automates the process of entering supplier invoices and credit notes into the ERP, so you don’t have to manually key them inIt achieves greater accuracy and throughput than a person can and has machine-learning capabilities to become more efficient with each extraction. 

2. Compliance

RapidAP checks for duplicates in its system as well as in Authority. If duplicate invoices or duplicate line items are found, they are rejected to ensure they do not enter the workflow.  

RapidAP automatically cross-checks the vendor’s ABN and GST details with the Australian Business Register. This ensures that the business is legitimate and entitled to claim GST if it is charged on the invoice. The solution also verifies that the payment details on the invoice match those stored in Authority, so fraudulent payments are not inadvertently made. 

RapidAP carries out a three-way matching process between the purchase order, the purchase order invoice and the goods receipt, or a two-way match between the purchase order and the purchase order invoice, down to the line level 

3. Invoice approval workflow

If all the data matches, RapidAP will post the invoice image to Authority linked to its respective data. Then it’s ready for approval and payment.  However, if RapidAP identifies purchase order discrepancies – such as different quantities received versus what was ordered, or the goods not being receipted – then RapidAP will trigger Civica’s powerful invoice approval workflow. 

Civica will manage these exceptions quickly and efficiently, routing them to individuals in the business for prompt resolution. Civica’s advanced functionality ensures on-time payment, while validating councils pay the correct amount for the goods and services they receive.   

4. PEPPOL access point

RapidAP provides an invoice receiver’s PEPPOL access point. This means councils can be all set up to receive e-Invoices, facilitating quicker, more efficient payment processes and supporting the Government in the national roll out of e-Invoicing. RapidAP uses REST APIs to integrate with the PEPPOL network on the one side and Civica Authority on the other. This highly functional architecture enables one interconnected solution to address business requirements.  

RapidAP supports several integration protocols and has integrated with almost all ERP systems, including TechnologyOne, SAP, JD Edwards, MS Dynamics, Oracle Financials, BaseplanSunSystemsCivica Authority and many more. 

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