SEAS provides a better way of processing and recording invoices. It has been designed to provide full visibility of your invoice approval process – so you can eliminate valuable time and effort chasing approvers and hunting down the paper invoices. Using the powerful document classification and extraction capabilities of SEAS you can dramatically reduce manual keying of invoice data by skilled accounts payable personnel, allowing them to focus on profit optimising functions, such as taking advantage of early payment discounts, avoiding late payment penalties and identifying billing errors.
Invoices can be entered and registered electronically, via invoice scanning (with optional OCR), or manually. SEAS enables a complete process by providing automated workflow, 3 way matching (with PO and GRN), revision, cost allocation, optional escalation and approval of invoices, followed by seamless integration into your ERP or Accounting System.
Using a browser based interface, remote or home workers have instant access to interrogate, approve or escalate the invoice according to precise business rules.
Wholly configurable to match your own processes, SEAS eliminates the need to physically handle and distribute paper –saving you considerable time and effort per invoice.
SEAS maintains the integrity of the approval process by sending reminders and escalations to line managers and/or Accounts Payable controllers for missed approval deadlines due to sickness, holiday absence or oversight.
Full email integration means notifications, reminders and escalations can be sent out with direct links into the relevant invoice transaction and into the SEAS database, therefore streamlining the entire process for significant productivity gains.
Using a role based ‘dashboard’ reporting function, SEAS gives you access to the information you need, when you need it, so you can view key metrics at a glance, plan more effectively and have greater visibility and control of the overall picture.
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Typical business problems that prompt managers to investigate Automated Invoice Processing (AIP) Systems include;
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Procurement and sourcing controls designed to improve purchasing efficiency are
frequently poorly implemented.This results in an inappropriate use of an available solution, e.g. a purchase-to-pay process optimised for preferred suppliers using an enterprise resource planning (ERP) system may also be used for large numbers of ad-hoc invoices from non-preferred suppliers simply to get payments to them. Consequently there is a large overhead in maintaining unnecessary supplier data required by the ERP system, which can corrupt the purchase-to-pay process, for example if the ERP system assumes a purchase order has been raised and looks to match an invoice with it, an invoice from a non-preferred supplier without a purchase order will result in an exception
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Increased cost of Invoice payments due to lack of scalability in existing systems.
A further consequence of poorly implemented procurement and sourcing controls occurs when the supplier base grows considerably, increasing the complexity and cost of processing and paying their invoices, and creating extra work to maintain information on them in ERP or accounting systems
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Unacceptable frequency of Invoice rejection.
A high percentage of invoices being rejected by a customer or requiring investigation due to apparent discrepancies in the invoice details
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Disorganised processes not geared to maximise financial opportunities.
Inefficiencies in the payment processes frequently result in failure to take advantage of favourable supplier terms on offer for early or punctual payments. They may even cause suppliers to raise prices to compensate for high maintenance customers. Or worse still, the supplier puts the account on hold status, causing significant supply chain problems
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Disorganised processes allowing over payments.
Inefficiencies also lead to incorrect payments being made and even duplicate payments, which create more work for both supplier and customer, increasing workload and costs
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Excessive Invoice processing costs.
The cost of processing an invoice or payment can be way in excess of the profit or even value in the transaction, often because large volumes of low value invoices and payments are put through inappropriate and unnecessary processing In summary, manual and paper based invoicing and payment processes can significantly impair business efficiency and incur unnecessary costs, while inappropriate use of invoicing and payment systems and poor implementation of purchasing controls lead to further inefficiency, even where automation has already been introduced.
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Use this form to calculate how much you could save through the implementation of SEAS.
The default numbers are typical figures based upon an existing implementation, and the defaulted percentage risks are set extremely low to indicate how even a minimal risk can result in significant changes when applied to typical high-volume figures. You can use these defaults as presented or enter the values more applicable to your own organisation.
Refreshing improvements in Trading relationships keep procedures flowing for Bacardi-Martini Implementation of SEAS from Intec helps Bacardi keep Suppliers spirits up.
In 1839 Don Facundo Bacardi y Maso immigrated to Santiago de Cuba from Spain. After years of experimentation he perfected a lighter and milder rum than the rough and unrefined traditional rums of the time. Taking the image of the fruit bats that lived in the rafters of his tin-roofed distillery he created a brand that became known the world over as BACARDI Rum. Bacardi-Martini has since grown to become one of the most important global drinks manufacturers in the world. However, unlike many other multinationals, it is still a family controlled company, run with the same continuity of management that has propelled constant growth throughout.
Read the full case study on how Intec helped Bacardi-Martini here.
If you would like to know more about Intec’s Scanning and Electronic Approval System, how it could benefit your organisation or more about Intec’s wide range of IT solutions, request a call back here 
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