FAQ

How do I know I have to approve an invoice, expense or any other task?

easyapIP sends emails with pending tasks. This can be done immediately or in groups at night.

How does easyapIP integrate with customer´s ERP ?

easyapIP is an external tool aiming to support the ap process areas not covered by ERPs. It is compatible with any ERP the customer has: SAP, JdEdwards, Navision, Contaplus, Siebel…and any other tailor made program for either operational or accounting purposesclientes tanto para procesos contables como operacionales.

No IT users can customize easyapIP?

Customizing is really easy as the tool is focus on finance team users, therefore IT support should only be needed in the setup. Any user of the finance area, with the right roles, can be the admin user.

How is the service quality measured?

Usually there are three key indicators
- Process cycle duration: operational value showing the time since the invoice is received at the po box until it is booked in the accounting system. Average duration for this cycle is 20h, ie: invoice received at 8am will be booked at 4am
- Information availability, transactional answer time in milliseconds
- SLA´s, focus on the crucial process steps for the customer: coding, 1st level exception resolution…

easyapIP is dependant on the invoice format (paper / digital)?

The steps an invoice will follow should be independent from its format. Non po invoices have to be approved and po invoices will go through the matching, whether those are paper or einvoices make no difference in the process. easyapIP is a process and accounting tool therefore the data input can be paper, edi, einvoice…
La plataforma easyapIP es una herramienta de contabilización y el Input de información es igual que proceda de una factura papel o una Edi, Edi con firma, efactura, etc.

How is the invoice approval circuit defined?

The invoice approval circuit is based on the business delegation matrix. The criterias to select the right approver will be those available on the invoice and the ones added in the coding steps.

Is there a Budget control?

There is a budget module. Budget can be defined at account, cost centre, supplier o approver levels

Paper invoice can be destroyed if the image is available?

No. In order to consider the invoice image a valid legal document it has to be digitised according to UE rules.

How long is the implementation-setup phase?

The complete outsource of the ap process (non po, po, t&l, digitice..) will last 6 to 8 weeks as tasks will be focused in understanding the customer process and customizing easyapIP accordingly

Is there any kind of check to prevent duplicated invoices?

There are two different levels of controls, including duplicated and fraud invoices. Those controls will detect duplicated and possibly duplicated invoices.

Which is easyapIP architecture?

It is a web platform, with a several levels structure allowing pc or mobile devices users

Why the variable costs are better than fixed costs?

Variable costs have the attribute to automatically correct the expense flow to financial staments, which gives versatility, and predictability to management in the seasonality in the life of a business caused by growth, crisis or sales cycles.

Which are the basic documents within the Accounts Payable process?

Purchase Order, Proof of Delivery and Invoice.

Why Accounts Payable is considered as no strategic?

Because it is not part of the core of the business. However, the Accounts Payable function is a basic piece of the back-office operation of all businesses.

What does 2-way match and 3-way match mean?

The 2-way match means the verification of an invoice versus a Purchase Order. 3-way match additionally includes in the validation of an invoice its comparison against the Proof of Delivery.

Which are the indirect costs not visible in the Accounts Payable process?

These are all the ones different from the accounting analyst within the Finance department directly related to the Accounts Payable tasks.
Some examples of indirect costs are: Rent, depreciation of IT equipment, software costs, copier expenses, but more importantly and significantly is the time wasted by Buyers, Warehousing personnel, Managers and Directors in the resolution of an invoice exception.

Who are the players in the Accounts Payable process?

Everyone who directly or indirectly creates and/or approves and/or pays a Purchase Order and/or an invoice. Clear examples are: Buyers, Suppliers, Warehouse Supervisor, Treasurer, Accounting Analysts, Functional Managers, Directors, etc.