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Batch printing and Date stamping

Jennifer Young's Profile

Hello, I am an accounts payable clerk and I'm looking for a couple solutions to make life easier for me.

I get anywhere from 80-100 invoices per day. I'm converting them all over to emailing invoices rather than mailing. I find it easier to print than to open a stack of mail.

So I am looking for a way to print many invoices at once. Currently I am getting PDF files through my Outlook. I did find a couple of ways but there are some flaws. First way, I found some script and created VBA and using rules, I set it to automatically print the invoices (without printing the email itself) and move the email to a folder. I found that 1 in every 10 files was skipped.

I also tried a variation of this method that saved a copy of the attachment to a folder in my computer, but again, there were invoices skipped.

Another method I tried is to select all the emails with attachments I want to print, then go to File/Print/ Print options, and check the box that says "print attachments" and then where it asks how many copies, I put 0. This prints just the files, but not the attachments.

If anyone knows of another method I would be grateful. Also I am looking for a way to automatically date stamp the invoices that i am printing.

The software that I have to use is Global shop, Outlook and Adobe reader.

thank you!

Answers

Len Green
Title: Performance Improvement Consultant and E..
Company: Haygarth Consulting LLC
LinkedIn Profile
(Performance Improvement Consultant and ERP Strategist, Haygarth Consulting LLC) |

Jennifer
Kudos for experimenting with these options. I'm not a VBA person, so can't help there.
But I do have the following questions:
1. Of the 100 AP invoices/day, how many are for inventory? how many for non -inventory?
2. How many invoices do not have a PO (e.g. contractual or recurring charges where a PO is not required, and how many SHOULD have a PO but don't)?
3. Why do you print them? Is it to complete a 3 way match of PO and Inventory Receipts? Or is it to get a manager's signature? How do you do a match on non-inventory items and services today?

In other words, how would you suggest the process work? Include the people who order "thngs" and those who place POs.

I would also:
1. contact your GlobalShop VAR and the GlobalShop User Group- what can be done to direct incoming AP invoices into the system? Can you route via workflow any invoice for approval?
2. take a look at software like Bill.com - see https://www.bill.com/product/accounts-payable/moreinfo/ - and find out if there is integration with GlobalShop.

Regards
Len

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