Key Areas Where Document Management Systems Improves Accounts Payable

Many accounting professionals have come on board with Square 9’s Document Management as

the solution has earned a reputation for empowering accounts payable procedures through

electronic business automation. Square 9’s SmartSearch is a highly intuitive software that swiftly

carries out such functions as invoice processing, payment management and document workflow.

With its highly valuable automation tools, SmartSearch can be used to improve accuracy, speed,

and overall quality of accounts payable processing. While it’s easy to intellectualize the idea that

document management software can make life easier for us all, it’s also important to understand

what components of the this software really give you the tools that your AP departments needs in

order to excel.

Capture

In order to ensure the integrity of the subsequent work to follow, it is important to accurately

capture all the appropriate data needed from the very beginning of the accounts payable process.

With advanced capabilities in capturing data via batch scan, drag and drop, e-mail, or automated

capture workflow, SmartSearch offers many possibilities in grabbing vital accounting

information.

Filing

With Square 9’s KeyFree Indexing tool, AP departments can enhance the speed and accuracy of

their document filing capabilities. With the help of advanced OCR data capturing, scanned

images can be converted to text, which then makes it easy to file away documents as text-

searchable items. The latest barcode recognition capabilities make for further ease of filing. All

in all, KeyFree Indexing will save your AP department from having to deal with the messes that

are often caused by manual data entry.

Access

Sometimes, in order for things to become more advanced, they must be simplified. This certainly

seems to be true of the Text PDF Creator, which converts read-only files into documents that are

indexable and searchable by text. This in return, greatly simplifies the future retrieval of archived

image files.

Distribution

SmartSearch helps to cut out all the inefficiencies and risks associated with paper-based accounts

payable processes by automatically distributing documents electronically through Work

XChange document workflow. This application streamlines documents through a series of

automated commands throughout the lifecycle of each document. Work XChange can be used in

accounting departments to ensure proper filing, efficient approval processes, appropriate

retention scheduling and more.

Customer Service

As we all know, customer service is the backbone to the success of any business. Amplify the

ability of your accounts payable customer service with the tools provided by Square 9’s

document management suite of solutions. Whether managing outstanding invoices, customer

account information, purchase orders, etc. users of SmartSearch document management can

instantly access customer information and attend to customer needs, on the spot and without a

hitch.

Tracking

Through SmartSearch, all of your documents and transaction files are stored in a single central

repository folder, where they are secure yet ready to be referenced at any point in time.

SmartSearch enables accounts payable departments to streamline daily process by gaining quick

and easy access to all documents sharing a client’s customer number, customer name, order date,

etc. This allows AP departments to find any relevant invoices that need to be addressed, no

matter if they are current, outstanding, or filed away.

While these key elements of Square 9’s document management solutions provide powerful value

to accounts payable departments, there are many other features which truly illustrate the benefits

that these tools can provide for any business process. For more information on Square 9’s

document management software please visit http://www.square-9.com.