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Trying to go paperless in 3-way matching process

Thomas Egbert's Profile

Hi everyone!
First post here. I'm helping a middle market manufacturer with some projects in their finance group. First task is with AP team who are trying to go paperless. At this point they are getting stacks of physical receiver+pack slip packets from their shop floor, then physically matching with printed invoices, then cutting checks and physically storing packet with check stub.

So far I've been able to:
+ extract electronic receivers from ERP system (made2manage)
+ convince AP team to keep PDF invoices on their screen instead of printing

BUT.
I'm not sure how to deal with the pack slip which is kept in physical records. Controller insists we have archive of pack slips on hand for audit purposes. I know we have option of scanning these as they come in, but I expect that is easier than it sounds. This shop gets approx 50-75 pack slips per day (~300 per week).

Would be great to benefit from community experience on this issue, I know it's a pretty standard pain point. I'm looking for a cost-effective solution that makes life easier for AP, but doesn't require an enormous buy-in on process change from the shop floor.

Thanks!
Tom

Answers

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

Tom, whether the pack slip is scanned or not, the receiving process step must capture quality data to help AP. i.e. 1 if they have to sign the pack slip for the delivery guy, then sign it clearly and visibly. 2. if there are any discrepancies (shortages/overages, damages, un-ordered items, items rejected for immediate return), the receiver must enter that data on the pack list (the delivery guy should get a copy), maybe even take pictures, and then inform AP promptly and accurately.

Does the ERP support integration with a scanner at the receiving station so that the receiver can scan the annotated pack slip and attach it to the ERP PO receiving report? That way the system makes the pack list available for AP to complete the 3 way match.
Or, scan it and email to AP? I would keep paper copies for discrepancies only until they are resolved. Does AP or Purchasing resolve those discrepancies?

Hope that helps as an idea

Steve Sheridan
Title: Associate
Company: Dean Lewis Associates
(Associate, Dean Lewis Associates) |

One way to get buy in from the shop floor is to emphasize that they are protecting themselves by documenting their work. As Len Green mentioned, this is especially true when there is something wrong with a received shipment.
Without knowing details, perhaps the shop floor could scan in receivers the next morning, and group by vendor/date on the company network. That would seem easy enough to do and meet the Controller's wishes as well. It may even be easier for AP to match since they won't be rifling though folders and paperwork, but instead scrolling through folders by vendor/date.

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