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Pacifictech Expense - Automation & Streamlining of Employee Expenses

Pacifictech have developed a solution that flows on as part of our AP Automation to streamline and consolidate expense processing. The solution allows you to capture employee spend from multiple sources, attach supporting receipts/invoices, and integrate with standard expense workflows - simplifying the process for everyone.

Expense management is normally handled in one of two ways:
1. Using a company Credit Card or Purchase Cards (P-Card), or
2. Employee submitting an expense claim/report.

Pacifictech’s Payables Workflow module delivers an easy and versatile way to process company Credit Cards, P-Cards and expense claims/reports within Sage 300.

Key Benefits:

• Quickly capture receipts, categorise expenses and process claims/reports
• Review and track all of your company expense data in Pacifictech Payables Workflow
• Streamline employee expense processing & payment to reimburse employees faster

The Pacifictech workflow design for handling Credit Cards and P-Cards is made easy by only having 4 touch points as detailed blow:

1. Accounts Payable download the credit card data from the bank or service provider, add any additional information required, then import the data into Payables Workflow using the importer program. This creates the credit card expense report as a Payables Workflow transaction.

2. The Employee can review the credit card expense report via the web or mobile, attach the associated receipts/invoices, and enter/amend the description.

3. The credit card expense report is then routed to the designated workflow approver for review and approval.

4. Once approved, the credit card expense report is then available to AP/Finance to check/amend the GL coding and tax settings before posting and routing to the payments workflow.

Pacifictech E- Invoicing (PEPPOL) is included in the functionality

E-Invoicing is the direct exchange of invoices between suppliers’ and customers’ financial systems. Suppliers can send an E-Invoice directly to their customer’s financial system through a digital ‘mail’ service. The PEPPOL international standards allows systems to ‘speak’ to each other, even if the two businesses are using different ERP systems.

An E-Invoice is a structured document or data file and is built with each piece of information located in a specific position with a specific meaning. The E-Invoice contains all the elements of a normal invoice (invoice date, invoice number, tax number, invoices lines, totals), but it is created & delivered in a format that is designed to be interpreted by software rather than read by people.

Pacifictech’s E-Invoicing is tightly integrated and automagically ingests the e-invoice data file in to our DPS as part of the AP Automation functionality.

Pacifictech has engaged an Access Point Partner for the PEPPOL component - which means that there are no additional requirements (or costs). All that is needed in order for your Customer to be able to start receiving e-invoices is the DPS Connected Service along with our Payables Workflow and Workflow Documents modules.

Check out the video taking you through the Pacifictech AP Automation process.