Accounts Payable (AP) teams can enhance workflow efficiency and accuracy with Aminian’s CloudExtend Excel automation tool, allowing accounts payable users to transform invoices quickly into NetSuite vendor bill records in seconds.
The solution also helps minimize human errors that could otherwise lead to inaccurate financial records and discrepancies.
CloudExtend Excel
CloudExtend Excel allows end-users to access, edit and report on NetSuite data in an easily navigable spreadsheet environment, thereby improving productivity while decreasing errors, providing flexibility, increasing visibility and potentially leading to cost savings.
With just the click of a button, users can upload thousands of records using “Burst Mode.” Real-time picklist resolution guarantees only accurate, valid data is uploaded to NetSuite, while CloudExtend Excel also enables them to easily create new records or modify existing ones simultaneously.
Note: When importing data in raw data mode, an internal ID field must be included and will populate with its default value when uploaded; if updated in NetSuite however, this field will become overwritten with its latest revision value.
Scan & Capture
OCR and AI technology automatically scan, capture and understand invoice documents in real-time to create vendor bill or credit records (down to line item level) in NetSuite automatically without manual data entry, thus helping eliminate data entry errors that often arise through manual entry while significantly cutting AP processing times.
Once your transaction records have been created, your team can easily view, manage and track both the original PDF document and NetSuite transaction record via Split Screen Mode. This feature makes it simple for users, approvers and auditors to see both without switching applications.
This native SuiteApp solution allows you to leverage existing custom fields and workflows.
Split Screen Mode
Split screen mode enables you to simultaneously view two apps side-by-side. To achieve this, select an application and drag it toward one edge of your display; when you release the mouse button, the app snaps into place on the other side of your display. Depending on your needs, you may move or resize them by dragging their respective divider lines.
NetSuite allows users to view scanned documents easily by providing the option to stack both sides on top of one another – increasing productivity and efficiency dramatically.
Additionally, our solution utilizes the standard 3-way matching functionality in NetSuite to automatically match incoming documents with their appropriate NetSuite records – freeing your team to focus on other tasks while maintaining maximum accuracy.
Credit Limits
Manage vendor bills efficiently by recording and tracking credits to ensure payments are only made on amounts due. A simplified process makes cash management simpler while eliminating human error.
Discount Amount: Enter any discounts applied to this bill, such as tax deductions. This figure will be determined based on the purchase order terms.
Date Due: Enter a due date that will appear in aging reports, if necessary. Otherwise, NetSuite automatically inserts today’s date in this field.
Accounts Payable: Select an accounts payable account to process this Bill Payment transaction from. By default, this field defaults to the primary subsidiary assigned for this vendor if one exists.
Departments: To be displayed with this transaction in the General Ledger. These departments should be selected.
Transparency
An effective accounts payable process saves both time and money for your company, by streamlining invoice processing and reducing errors, while simultaneously creating more transparency among vendors and stakeholders.
Sometimes a single vendor bill contains costs allocated across multiple departments or divisions, making it hard to record this expense accurately.
Aminian’s solution enables AP teams to quickly capture bills and automatically create one NetSuite record containing all line items, apply discounts or credits where applicable, and submit for payment approval by sending directly to an appropriate GL account for processing. This streamlines and ensures accuracy throughout this entire process.