Invoice Processing Automation Data Collection Questionnaire

Describe your 'vision' for addressing your current invoice processing challenges. (If I could do anything I wanted, I'd...)

To date, what action has been taken to address the current challenges?

Do you or your team have any prior experience with imaging or automated data or document capture?

Yes No

Who has P&L responsibility for this process or business units?

Is there a budget in place for this project? If so, what is budgeted?

Please describe the steps in the approval process, including the person who has final approval sign-off for the project:

What is the estimated timeframe for your project

Are you looking at any other vendors for your project? If so, who are they?

Please describe an overview of your existing invoice processing workflow. (Start from the point where the invoices are first received. Then describe the entire current process, including all approval and exception processes, to document archival or destruction.)

If possible, please include information on how long it takes to process an invoice from the time it is received in the mailroom.

What are your top 3 goals in exploring an automated processing solution? (i.e. Reduce labor costs, reduce paper handling, etc.)

Please describe your current processing logistics. Are all of your invoices received at a central location, or at multiple locations? If multiple locations, are they processed locally, or sent to a central processing location?

If sent to a central location, how are they sent: by mail or other carrer, or by fax, email, etc.? Please include details on number of locations, any existing scanning equipment, etc.

Do you currently use an existing imaging / document management, content management and / or workflow system?

Yes No

If so, what system are you using?

If you are using an existing imaging system, do you scan at the beginning or at the end?

Beginning End

What is your existing backend financial / ERP application?

How many invoices do you currently process?

Is your volume subject to seasonal, peak periods, or other types of variation?

Yes No

If yes, please describe.

How many lines of business are services / processed by your A/P Department?

Are any A/P functions outsourced currently?

Yes No

How many different vendors do you have?

Does the 80/20 rule apply (does 80% of your invoice volume come from 20% of your vendors)?

Yes No

Do you capture invoice summary data only, or also line item detail?

What types of invoices are you processing? (single page, multi-page, both, etc.)

If multi-page, how are they sorted?

What is the average number of pages per invoice?

What percentage of your invoices are Purchase-Order based versus non-Purchase-Order based?

Do you have access to the original, unmarked invoices?

Yes No

Of your total invoice volume, what percentage do you receive via paper?

Of your total paper invoices, what percentage do you receive via e-mail?

Via multi-function devices?

Do you have existing databases or other data cross-reference and / or validation sources? (These would include your existing ERP or financial applications.)

Yes No

Any matching needed?

How many FTE A/P clerks sort, prep, or key data from invoices?

What is the approximate burdened compensation rate for an A/P clerk?

For summary information (invoice number, invoice data, total due, etc), what fields are currently being manually keyed?

For non-PO related invoices, is line-item detail information being keyed in as well? If so, what line item fields are being keyed?

What is your current standard for server operating systems?

What is your current standard for desktop PC operating systems?

What is your current standard network operating system?

Please list any / all existing document scanners by brand and model number. Please list them by: Manufacturer - Model Number - Quantity