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[Cynthia Dickens]

I am in the Nashville Chapter and am seeking a system to provide capture and accessibility of documents and workflow for processing and approval of invoices.  Our objective is to eliminate manual processing of AR and AP invoices including expense reporting.  Further, we are seeking to be as paperless as possible.  I am seeking information on vendors anyone is currently using and would like any negative or positive feedback.

 

Any response is very much appreciated!

 

Thanks,

 

Cynthia Dickens

Senior Accountant

Harris Research, Inc.

Cynthia.dickens@hrisupport.com

Member of the GPUG: Nashville TN Chapter

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Cynthia Dickens
Harris Research, Inc.
Nashville TN
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[Dan Thomson]

Cynthia,
docStar has been a long time partner of GPUG and I have presented our solution multiple times at the Nashville GPUG meetings.  We have many success stories around our AP automation solution with GP.
http://www.docstar.com
Please contact me for more information.  I look forward to hearing form you.

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Dan Thomson
docStar Sales Director
docSTAR
Pinehurst NC
910-400-5232
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[Thomas Garcia]

Hi Cynthia.

There are a lot of products out there for said purpose.  The more popular ones are PaperSave, Metaviewer, Kwiktag and Altec.  Their focus is mostly on payables invoice management (import, routing and approvals).  However, I like ReQlogic because it provides a very stable and easy to maintain platform (others require a lot of software to be installed on each PC but ReQlogic is completely web-based); ReQlogic started as a purchase requisition management tool, and has evolved significantly in the areas of invoice approvals, time and expense.  It probably has the strongest routing engine of the lot, so if routing is a key aspect of you requirement, you would do well looking into this one.

Home – ReQlogic
MetaViewer Paperless ERP and Microsoft Dynamics integration.
Document Management | Electronic Workflow | Transaction Automation
Kwiktag
Integrated Document Management * Altec

Hope it helps!

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Thomas Garcia
ICON Business Consulting, LLC | Cooper City FL
ICON, SRL | Santiago, Dominican Republic
954-804-2140
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[Nikki Russell]

Hi, Cynthia.

My name is Nikki Russell, and I am a consultant with TrinDocs, document management and tailored workflow solution. We are Microsoft partners as well, and I don’t believe you will find a solution that works with GP as well as TrinDocs. I am also a former user of TrinDocs with my former company, so I know the solution well.

TrinDocs is a web-based solution that automates and streamlines paper processes and eliminates data entry. We have both AP and AR covered.

• TrinDocs electronically captures and reads your emailed PDF documents with no user interaction
• We offer large batch scanning for those docs that aren’t emailed
• We pop your documents immediately via our hot-key search from within GP, Outlook, Word, Excel, etc..and you can utilize our ‘Google-like’ search functionality from within TrinDocs
• We seamlessly integrate and sync with GP, and if you change accounting solutions later, we go with you without blinking
• We tailor your workflow within TrinDocs to suit the needs of YOUR organization’s processes.
• We can even create and post your invoices within GP for you

I invite you to reach out to me when you have a chance, if you would like.

Thank you for your time, and I hope your day goes well.
 
Nikki Russell
nrussell@trinsoft.com
502-533-5573

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Nikki Russell
Sales Development & Support Rep
TrinDocs
Lexington KY
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[Ron Bean]

Hi Cynthia,

In choosing the correct system to assist with automation of AP & AR, there are a couple of key areas to consider.

1) Does the system meet your needs out of the box? – Ensuring you are able to deploy a configurable system that molds to your business process will allow you to avoid customization and help ease the ongoing maintenance of the solution.

2) Does the system have a modern, user friendly interface? – Educating the team on how to use a solution, shouldn’t require an extended period of time.  You want to ensure you are working with a solution that has a modern, user friendly, intuitive interface in order to ensure the staff interacting with the solution don’t have a huge learning curve.

3) Does the solution allow you to expand to other areas for future operational process improvement?  – While most customers look at targeting a couple of key areas such as AP and AR initially, the key is to ensure you are working with a platform that allows you the ability to leverage the out of the box functions you purchase to expand operational process improvement to other areas of the business.  This will allow for both an initial return on your investment as well as long term efficiency gains.

With that in mind, DocuPhase has worked with GP customers for the last 17 years to assist with all aspects of automation and process improvement. We would be happy to help you determine how automation can improve efficiency at Harris Research, Inc.  Please feel free to reach out to me if you would like to schedule 15-20 minutes to connect.  We look forward to hearing from you.

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Ron Bean
DocuPhase
Clearwater FL
(727) 608-1782
rbean@docuphase.com
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[Arthur Achilleos]

+1 for Docuphase if you want flexibility as you get a really strong webform package with it which can help automate processes like new customer setup, adjustments etc etc. Key with any of these is how clean your system is at the moment. Are your vendor items up to date, are your suppliersCustomer cards all up to date and not duplicated.

Also all need time to get setup and running, you can automate forever if as long as you have the time to setup the automation or the budget to have it done for you.

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Arthur Achilleos
Aidacare Pty Ltd
Ingleburn NSW
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[Amy Schwent]

Cynthia,  we use Kwiktag as our document management solution.  The implementation went smoothly, and the employees have adopted the system extremely well.  We have multiple office locations, so the workflow has helped us with a centralized AP department.  The invoices are electronically sent for approval, come back into GP when approved, and stored for future reference.  We are completely paperless, including billing documents and general ledger entries.
Good luck with your decision, if you have any further questions I’d be happy to share our experience.

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Amy Schwent
Vice President, Controller
CCA Global Partners
Earth City MO
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[Kathy Kim]

Cynthia – as you have probably noticed from the replies, there are many systems out there and all of the vendors will be happy to respond.  🙂  As I suspect that you are looking for user feedback as opposed to a sales pitch, I can add a little something to the discussion.  We are using Kwiktag for our A/P processing.  We implemented during a high-growth phase and did have some initial implementation issues.  However, they have bent over backwards to earn our trust since.  The product (and implementation) in its current form is a great product.  However, if you are looking to automate a/r processes, I’m not sure what they have available.  The certainly have the paperless side covered (we are paperless for a/p, a/r, and g/l), but at the time that I looked into this, the a/r workflow didn’t automatically populate a sales batch.  They may have that capability now.  In our case, we moved to an automated import from our source system to the SOP sales batch because we didn’t necessarily need a workflow associated with the sales documents.

I hope this helps.  My advice before adopting any system is to thoroughly map your current processes and make those as efficient as possible before you start.  Then map your ideal processes.  Make sure that the system fits your needs; don’t try to make it fit after the fact.  Also – ask if the vendor has any tools to assist with the mapping process or advice to make your workflows better.

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Kathy Kim
Director of Finance
Donor Network of Arizona
Phoenix AZ
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