Streamlining Bill Approval Processes with Automated Reminders
This video details a solution implemented for a client experiencing delays in bill approvals.
Challenges
- The client had an existing system where an email notification was sent to the approver when a bill was created.
- However, if the approver overlooked the initial email, the bill remained unapproved, leading to:
- Delayed payments
- Accumulation of pending bills
Solution
To address these challenges, a three-step solution was implemented:
- Generic Inquiry (GI): A GI was created to identify all bills with a “pending approval” status and retrieve the corresponding approver’s email address.
- Notification Template: A notification template was designed to include all essential bill details for the reminder email.
- Business Event: A scheduled business event was set up to trigger the notification template, ensuring the reminder emails were sent automatically every Monday morning at 9:00 am.
Benefits:
- Timely Approvals: Automated reminders ensure approvers are promptly notified of pending bills, reducing approval delays.
- Improved Payment Efficiency: Timely approvals facilitate timely payments, preventing late fees and maintaining good vendor relationships.
- Reduced Manual Effort: Automating the reminder process eliminates the need for manual follow-ups, freeing up staff for other tasks.
- Enhanced Visibility: The solution provides a clear overview of pending bills, improving transparency and control over the approval process.
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