INDUSTRIES: Automotive Dealership – AP Automation

– AP Automation

The ability to route bills requiring approval to several people for approval, without duplicating effort, speeds up the approval process, provides an audit trail with dates, and helps pay bills faster.  The approval form is scanned into MXRAutoDocs with the appropriate key words to associate it with the supporting documents. One key word could be “Approval Status” and it would be set to “pending”. These documents in MXRAutoDocs are managed for approval status. Periodically queries are run against the MXRAutoDocs database identifying open approvals for review with an approval status of “pending”. The identified approver is notified by email that they have a document that requires their review and approval. The email will contain a web link in the body of the email to assist the approver and easy access to the MXRAutoDocs web viewer.

Multi-tier approval levels can be established based on dollar volume, location, GL code or other criteria.

Once the approver receives an email with a web link to MXRAutoDocs for specific documents that the approver must approve, they launch the web link to the MXRAutoDocs web viewer. They will use their secure login credentials to log into the MXRAutoDocs web viewer. The MXRAutoDocs web viewer will launch a list of the documents they are required to review and approve. To view the selected documents, click the “Get Documents” button in the upper right corner. This will retrieve and launch the document images you have selected.

The approver then can review and approve the invoice for posting and payment. They change the “Approval Status” to “Approved”, save, and go to the next document

If the approver rejects the request, they can create a sticky note with an explanation of rejection, edit the email address to forward the document to another user to take corrective action, and then save and go to the next document