Frequently Asked Questions (FAQ)

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

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 analysts.

5. The user acceptance testing & training.

6. Congratulations, you are live!

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.

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.

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

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

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.

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

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

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.

Yes, the system is eInvoicing-enabled. Through our partnership with certified PEPPOL access point service provider, Valta Technology Group, the solution connects users to the network for receiving and processing eInvoices, as required.

You just need to specify that you want this functionality. Our product is eInvoicing-enabled out-of-the-box. This means you do not need to separately engage a PEPPOL access point service provider or upgrade your finance system to receive and process eInvoices.

We’ll integrate our product with your Enterprise Resource Planning software for seamless data exchange between the two systems. You’ll just need to ask your suppliers to start eInvoicing.

Yes, the solution applies the same business rules to all accounts payable, regardless of how data enters the system – whether via the Peppol network or through OCR applied to emailed files. This means you can manage all your payables together, with data available in one centralised location.

The solution offers different product configurations for data capture and validation according to user needs. These include:

• Peppol eInvoicing + OCR + compliance checks, or
• Peppol eInvoicing + compliance checks, or
• OCR + compliance checks.

With each deployment, users can select the configuration and additional workflows they require to process invoices.

This may be complete invoice processing workflows, or specific use cases to complement what the ERP already offers and improve the rate of straight-through processing.

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.

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.

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.

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 is equal to the invoice total amounts, or within the configured tolerance and variance
• Submit the invoice once fully matched

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.

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.

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.

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.

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

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.

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 system and human actions.

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

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.

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.

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.

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

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

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

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.

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

RapidAP is hosted on a multi-tenant public infrastructure utilising high availability architecture. It incorporates Microsoft Azure features, such as Azure Load Balancer and Azure SQL.

RapidAP has active geo-replication, enabling business continuity and quick disaster recovery in the case of a regional disaster or a large-scale outage.

The service is hosted on the Azure Availability Zones of Australia East (Sydney) and Australia Southeast (Melbourne).

RapidAP utilises a multi-tenant architecture with client data segregated at the tenant level. Tenants in the same pool cannot see other tenants’ data.

Efficiency Leaders utilises the advanced network security features of Microsoft Azure including Azure Firewall and server hardening. Application Security is provided by IdentityServer, as this is the login mechanism for user and API access.

Efficiency Leaders’ Information Security Program is based on the requirements detailed in ISO 27001 Security Framework. Security controls cover the following areas:

• Network perimeter: Azure Virtual Network with Firewall rules.
• Server hardening: A server setup checklist and register of changes is maintained.
• Vulnerability scanning: Automated tools alongside Azure Defender and Azure Sentinel are enabled on the platform.
• Encryption (both in transit and in storage): Server disks are encrypted at rest. Users access the web application with SSL.
• Logging and monitoring: Efficiency Leaders monitors uptime and automatically creates incidents if an issue occurs.
• Regular audits: Maintenance, backup and security processes are audited yearly.
• Privacy: All data hosted is owned by the client. Efficiency Leaders only uses this data for the purpose of running AP automation.