Frequently Asked Questions

We have put together some of the most frequently asked questions.

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Getting
Started

How long does it take to implement your solutions

Each schedule is adjusted accordingly to the needs of the project. Indicatively, it is approximately 12 weeks from scoping sign-off to go-live.

What are the different steps to implement your solutions with our processes and systems?

Our solutions are implemented in a maximum of 6 steps depending on the solution you choose:

1. The gap analysis to assess the gap between our out-of-the-box configurable solution and your requirements

2. The integration specification to ensure the correct connectivity

3. The infrastructure set-up (on our cloud server or your on-premise environment)

4. The solution configuration by our business analyst

5. The user acceptance testing & training

6. Congratulations, you are live!

 

Do I need to already have an OCR technology to start using Efficiency Leaders' solutions?

No, you don’t, our solution provides OCR technology. If you have one, our solutions will simply be integrated into your existing OCR engine and leverage your investment in this area.

Can I stop using your solutions at any time?

Although you can stop at any time, our solutions are integrated into your system which will require a certain period of adjustment in order to provide a smooth exit. 

Do you provide custom solutions?

We have long history and extensive experience in providing customs solutions when required. Our team will assess your current situation and from there, discuss with you the different options to ensure you acheive your desired outcomes.

Are your solutions mobile and tablet responsive?

Yes, all our solutions can be used across all desktops, tablets and mobile devices

Scan & Extract

What type of documents can your solution deal with?

All our solutions are capable of dealing with PDF, BMP, DOC, GIF, JPG, PNG, TIFF, DOC, DOCX, XLS, and XLSX. Only compressed files, password protected documents and email attachments are not accepted.

Does the system check bank account details included on the invoice?

Yes,  the software also checks the BSB and account details on the invoice match the ones within the master vendor file.

 

Does the solution automatically separate multiple invoices contained in a single email?

Yes. Once an email is imported, the solution will automatically separate the invoices into individual documents while applying OCR.

Are you using machine learning technology to improve data extraction?

Yes. The unique and advanced capability for ABBYY’s online learning means that any correction made to an invoice due to low confidence within a particular field, the software will automatically promote that information to ABBYY’s online-learning function without human intervention.

Compliance

Does the system check ABN validity on each invoice?

Yes. When the Australian Business Number (ABN) is extracted off each invoice, RapidAP provides an automatic lookup to the Australian Business Registry (ABR) website. With the ability to retrieve entity details and match those against the recorded ABN in your master vendor file to detected any anomalies such as a vendor charging GST if they have deregistered for GST.

How does the system ensure that a vendor exists?

The solution uses a combination of various vendor details (ABN, name, address, banking details, etc) to find the correct supplier via a fuzzy search. If a vendor could not be found or does not exist, the solution requires an operator to select one, or wait until the vendor is created.

Does your solution distinguish between domestic and foreign invoices and ensure tax is treated correctly?

Yes, currency detection and conversion are based on ISO format. It also compares the expected currency for the entity and/or vendor to validate the appropriate currency was detected.

Workflow Approval

Where an invoice does not go straight through the system for payment in the ERP, how does the system deal with PO exceptions?

If any matching exceptions are found during the business rules check, an exception task will be assigned to the matching team. The form will allow the user to:

  • View document details
  • View document history
  • View and add notes
  • View and attach any supporting documents
  • Amend any matched invoice and PO lines, and manually match one or more lines
  • Enter or modify the invoiced quantity for any Quantity Discrepancy (QD) or when a different unit of measures are invoiced
  • Enter or modify the invoiced unit cost for any Price Discrepancy (PD) or when a different unit of measure is invoiced
  • Manually modify matched lines to ensure the sum of matched lines equal to the invoice total amounts, or within the configured tolerance and variance
  • Submit the invoice once fully matched
How does the system manage part filled purchase orders?

For 3-way match at the line level, the solution compares the quantity ordered, quantity received and quantity invoiced, with the quantity still to invoice. If there are any discrepancies, then the invoice is sent for exception handling. For 2-way match at the line level, only the quantity ordered and quantity invoiced are used.

Can the business reject an invoice and email a supplier directly based on the email address retrieved from the ERP?

Any business user can reject an invoice. However, it is not fully rejected until it comes back to the exception team to verify this. Once it’s been verified, the invoice can be fully rejected and notification sent to the supplier.

 

How does the system notify end users that an invoice is available for action?

If you are part of a role, group or entity then notifications will come either via an email and/or a daily email summary of invoices to action. Alternatively, if you are already in RapidAP, a new task will appear for your action. All relevant information and history are viewable to make a decision at that point.

Multi Currency

How does the system manage non-domestic invoices in each jurisdiction?

Part of the RapidAP compliance checks is to compare the invoice currency with the expected default currency for the vendor, or the entity/business unit. If any issues are encountered, the invoice is sent for exception handling for review and issue resolution.

How does the system manage GST / VAT compliance (eg: NZ GST not claimable in AU but is in NZ)?

Tax rates and codes can be defined in RapidAP for each entity, or imported from the ERP as part of the integration.

How does the system manage invoices in non-jurisdictional currency?

Part of the RapidAP compliance check is to compare the invoice currency with the expected default currency for the vendor, or the entity/business unit. If any issues are encountered, the invoice is sent for exception handling for review and issue resolution.

Audit Trail 

What invoice history is available?

Every event that takes place on an invoice is recorded and logged under the invoice audit log system. The invoice audit log automatically builds up during the process and it logs all systems and human actions.

Is the user's action time stamped?

Yes, who, what, when and how a task, process or action has or is  being handled.

Does your solution include a 'chat' functionality?

Yes, the notes facility is a tab within a users work queue against a task/invoice. This allows operators/users to add their own notes and comments against a document for collaboration and auditing purposes. These notes will remain with the document as part of its history.

Delegations of Authority

Are there any restrictions on the approval steps?

If you have a delegation of authority within your ERP, RapidAP will leverage that. Where there is not one available, our solution is able to provide step-through approvals or straight to the approver with the highest approval limit. Typically, the invoice would go through a step process to ensure all relevant parties have contributed e.g. having a $1m invoice going directly to the CEO without associated information and approval might not be appropriate, but this is an option in the configuration settings.

Can someone have a category-based delegation?

Yes, the Finance Delegation of Authority (FDOA) can be configured with multiple approval limits based on how the invoice was coded. The FDOA is always re-checked after each approval, including when a task is reassigned to another user.

Admin & Configuration

Does the administrator have the ability to set up specific vendor rules?

Yes, the system configuration module is the controlling unit of the solution. The processes and business rules are dependent on the settings set in this module. Due to the nature of this module, it is highly secured and can only be accessed by privileged users.

Does the software provide different levels of user access?

Access to the various components of the solution is controlled by mapping specific roles to active directory groups. Roles include the various accounts payable teams defined during the process and access control to the document library, task list and system configuration.

Active Directory groups are required for the following teams:

  • Validation team
  • Exception team
  • Matching team
  • Coding team
  • Final review team

Active Directory groups are required for the following access groups:

  • Document library access group
  • Task list access group
  • Administrators group
Does the administrator have the ability to set up and create new groups and roles within the system and be able to maintain them and their permissions internally?

Yes, this is done within the system configuration and can be managed internally.

Does the administrator have the ability to set up a specific default approver for a vendor?

Yes. Non-PO approver indicates for the specified vendor which business user to assign the non-PO invoice for approval.

Non-PO coder indicates for the specified vendor which business user to assign the non-PO invoice for coding.

If no business user is specified, or the specific vendor is not configured, the coding team will be required to select a coder when completing the coding task.

Does the administrator have the ability to set up auto-GL coding for regular non-PO invoices?

Yes – this is done within the system configuration and can be managed internally.

Integration

What is integration?

Integration is the process of combining several different components or subsystems, often disparate from each other, into a coherent single system that functions as a whole. The aim of integrating is to enable the data in all the different systems to work together, easily sharing information, as and when needed, in an efficient and cost-effective manner. Sometimes, this requires customised architecture or specific applications that combine with existing systems.

There are obviously some challenges and it may sometimes be perceived as complex, time-consuming or too costly to implement. These challenges are often due to multiple systems having dissimilar data structures, application frameworks, manufacturing specifications, historical ages, and the manner in which those systems actually deliver information. However, the benefits that are gained by tackling these challenges far outweigh the negative aspects of attempting to maintain an operating system with applications that cannot ‘communicate’ with each other, resulting in the poor exchange of process data and inefficiency in business processes.

From that aspect, you can take comfort from the fact that we haven’t found a system yet we haven’t been able to integrate with. Not only that, we have received global accolades for our integration capabilities!

Although integration is important, it sits a number of rungs down the ladder in terms of the challenges that need to be overcome with the successful deployment of a solution. A more reassuring point to note is that there are only ever four possible ways to integrate, all of which Efficiency Leaders are highly skilled and experienced in.

 

Does your solution integrate with our ERP?

Efficiency Leaders is a business process automation specialist. Integration is just one aspect that we need to be experts in to enable not only our solutions to function well but to provide exceptional efficiency dividends for those solutions we provide.

We haven’t found a system yet that we haven’t been able to integrate with. Not only that, we have received global accolades for our integration capabilities!

Although integration is important, it sits a number of rungs down the ladder in terms of the challenges that need to be overcome with the successful deployment of a solution. A more reassuring point to note is that there are only ever four possible ways to integrate, all of which Efficiency Leaders are highly skilled and experienced in.

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