MediusFlow XI Expense Invoice and ReadSoft Online: Workshop

Welcome to MediusFlow XI - In this course you will find general information about the MediusFlow solution, a breakdown of the project activities, workshop questions and a description of what comes next.

At the conclusion of this course Medius consultants will begin the technical implementation of the project and initial configuration based on the information that you provide.

This section gives a summary of Medius and the project to provide you with an overview.

Welcome

Medius in brief

Founded in 2001, Medius has grown steadily and now serves more than 1,700 customers across the globe, with high density in the Retail, Manufacturing and Services sectors. Medius has more than 200 employees working out of offices in Sweden (HQ), Norway, Denmark, Netherlands, Poland, USA, Malaysia and Australia. Medius solutions now process 45 million invoices per year.


Solution overview

Integration overview

The image to the left gives a high level overview of the components of your MediusFlow solution. 

Documents arrive through email or scan into your data capture solution where they are looked over by a user. After verification the document is sent to MediusFlow where it is routed through the system. Finally, it is sent into your finance system for payment and a voucher number is sent back to MediusFlow.

MediusFlow automatically retrieves information such as suppliers and chart of accounts from your finance system/ERP.

Project plan overview - what's next?

Project activities

Project initiation: A Medius consultant will arrange access to your environment by way of an installation document. Once access is arranged and this online workshop is complete, the project will move onto the implementation phase.

Implementation: After the installation document has been completed Medius will begin the implementation phase of the project with the configuration of ReadSoft Online and MediusFlow XI according to a recommended standard/default setup. 

Training: After implementation, access to the applications will be provided to your super users. Those users will be provided with access to an online training course comprised of videos, descriptions and walkthroughs. This will train and guide them through the processes of using and configuring ReadSoft Online and MediusFlow including configuring users and permissions etc.

After the setup component of the online training has been completed, the super users will be given access to training material to share with business users to introduce and train them in the basic usage of MediusFlow. Business users being those users that will just be using MediusFlow to code and/or authorize their own invoices. During this phase you will be working in a MediusFlow test environment to get familiar with the system and begin configuring it with your production data and business processes.

Testing:  In this critical stage of the project it is important that you spend great time and effort to perform a full scale customer verification. It is important for you to ensure that the system can handle required tasks in real-world scenarios. After this phase, you will be asked to sign your acceptance of the test environment.

Go-live: After completion of testing a go-live date will be decided where Medius consultants will prepare your production environment, integration and migrate the data from the test environment to the production one. Note that the production environment is a copy of the configuration from the test environment. This means that the user configuration & permissions etc. done for test, will become the production setup. Post go-live you will be registered with our help-desk and gain the ability to register support requests for any issues. 

In this section are some general questions used to set the project scope and gather necessary details.

Estimate your expected go-live date to give a general idea:

Please write your answer in DD/MM/YYYY format.

Which ERP/finance system are you using?

  • Microsoft Dynamics GP (Great Plains)
  • Microsoft Dynamics NAV
  • NetSuite
  • Apparel 21
  • Cincom
  • SAP
  • IBS
  • Other...
If your system is not in the list, please enter it in the next question

Which version of the ERP software are you using?

How many companies in the installation?

  • 1
  • 2
  • 3
  • Over 3

Companies refers to business units that receive invoices.

Please answer per environment. For example, if you have 2 companies in test and 2 companies in production, answer '2'.

What are the names and ID's of the companies?

Companies refers to business units that receive invoices.

ID's are a unique value that is used by your ERP system to uniquely identify each company.

Please enter your answer in format: Company Name 1 (ID 1), Company Name 2 (ID 2), etc.

 

If the company names and/or ID's differ between test and production, please provide both lists and indicate whether each is a test or production comp

What information exists in your ERP to uniquely identify each supplier?

  • ABN
  • Bank Account
  • IBAN
  • Internal unique identifier used by your finance system

When an invoice arrives in MediusFlow, supplier information from the invoice is compared to supplier information from your ERP in order to connect the invoice with the correct supplier. To do this, we need a unique identifier that must be complete and up-to-date in your ERP system for each supplier. Common "unique identifiers" include the below list.

Please note that the supplier ID's should be present on both the invoice and in the ERP.

Please mark all the identifiers that are complete and available to use.

If you use any other unique identifiers for your suppliers, please explain them here:

General

  • Do you have shops/subsidiaries?
  • Do you have a test environment of your ERP?

How many users will be involved?

  • 0 - 10
  • 11 - 50
  • 51 - 100
  • 101 - 1000
  • 1001 +
"Users" refers to anyone that will be using the system in any way e.g. approving invoices, performing administration etc.

In this section you will find questions that will allow us to configure your data capture solution, ReadSoft Online.

What is ReadSoft Online?

Below is a brief introduction video to ReadSoft online.
 

 

Receiving Invoices

Invoice Sorting

When invoices arrive into ReadSoft Online, the invoices are sorted based on:

  • The document type - whether the invoice is a general expense invoice or an order based invoice

        and

  • The buyer - if your company has more than one "buying organization" 

The sorting of the invoices is determined by which email address that the invoice is sent to. These email addresses are special and will be created for you by a Medius consultant based on the combinations of document types you receive and buyers in your company.

Email addresses

You will need to have "friendly" email addresses for suppliers to send invoices to. Medius recommends that you create email addresses in the following way:

  • Per document type e.g. expense and order based
  • Per buying organisation
  • Per environment e.g. Test and Production

For example, if your company is only using expense invoices and has one buying organisation, the email address could be:

Replace 'buyer' with the name of your buying organisation(s) and 'company.com' with your organisations email address.

Two addresses in total, one for test and one for production. If your company had 2 buying organisations and was using both expense and order based document types, the email addresses could be:

How does an invoice arrive in ReadSoft Online?

After receiving an invoice to a friendly email address from a supplier, forward the email to the relevant special ReadSoft online email address that has been created for you.

When scanning paper invoices: 

  • Send them as PDFs directly into the special ReadSoft Online email addresses

        or

  • Send them as PDFs into an alternative email address, then forward them to the relevant RSO email address


In what formats do you currently receive invoices?

  • Paper
  • PDF
  • XML
Select all that apply.

If you receive invoices as XML please elaborate:

For paper invoices, where do you receive them?

  • Single location
  • Multiple locations

If paper invoices are received at multiple locations, at each location, when scanning paper invoices: 

  • Send them as PDFs directly into the special ReadSoft Online email addresses

        or

  • Send them as PDFs into an alternative email address, then forward them to the relevant RSO email address

Do you receive invoices from foreign vendors?

  • Yes
  • No

In this section are some general questions to understand part of your invoice handling process, to assist us in performing initial configuration.

What dimensions do you use for coding invoices?

Sample code string

MediusFlow XI separates dimensions into individual fields. The example is using 4 dimensions:

  1. G/L - General Ledger
  2. Dep - Department
  3. CC - Cost Center
  4. Proj - Project


Describe your coding dimensions.



Please enter below the name and description of each coding dimension in your correct order and separated by a comma. E.g. G/L General Ledger, Dep Department, CC Cost Center, Proj Project

Who should originally receive a new invoice?

When a new invoice arrives, what determines who the first person to receive it is? For example:

  • Are all invoices first sent to a reference specified on the invoice? 
  • Do all invoices go to an AP person to be manually distributed?
  • Are invoices given to a person who is responsible for the supplier?

Please describe your process.

When an invoice arrives, who is responsible for doing the coding?

Depending on the business this is sometimes done by:

  • All by AP department 
  • Each user codes their own invoices
  • Other

Please describe your process.

What's next?

After this workshop

To begin preparation for a smooth project

  • Create "friendly" email addresses for suppliers to send invoices to. Addresses are required per buyer, document type and environment (test and production).
  • Inform your suppliers of your new process for handling incoming invoices - you might like to use or modify the template below. 
  • Make sure that all the details for your suppliers is complete and up-to-date in your ERP/finance system. Details include:
    • Currency
    • Payment (Terms etc.)
    • Tax
    • Identifiers (ABN etc.)

Supplier information email template

Dear Sir or Madam,

[Business Name] is currently upgrading to a new AP invoice automation system which will be effective from [Date]. 

[Business Name] requires all tax invoices to be in digital format as an A4 PDF and always include a purchase order number when applicable.

Tax Invoices that are:

  • Not received in digital format
  • Without reference to a valid purchase order number
  • Duplicates
  • Handwritten
  • Combined with other invoices as a single attachment

Will not be processed for payment.

Please ensure all invoices are emailed to [Your Email Address for Receiving Invoices] with strictly one invoice per attachment.

We trust this change will help us work together more effectively in processing your invoices on time and ensure our supplier relationships remain strong.