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2021年8月26日

6 Manual Processes You Should Automate

By Tische史密斯

作为管理后台办公室的控制器，任务的列表似乎永远不会结束. There are never-ending competing issues and priorities:  staffing levels, 内部客户需求, 事务的错误, 不断变化的业务需求.  

It’s very common for even a large company to have multiple manual processes, but this often lends itself to human error. 此外，公司的发展会导致员工工作时间的延长，只是为了弥补工作量.  长时间工作, handling unsatisfied internal customers, 处理事务性错误的影响可能会让员工感到沮丧. 

 如果您的组织希望在流程中实现更高的效率和生产力, 是时候更聪明地工作了, not harder and implement automation. 

为什么自动化很重要?  

 “不断地思考如何才能把事情做得更好，并质疑自己.——伊隆·马斯克

高性能的控制员和财务经理总是在寻求提高效率, 客户服务, 精度, and timeliness of transactions and processes. Many things drive the need for automation, but there are several positive effects of automating accounting processes: 

• 通过提高效率和/或事务的周转时间来创建可伸缩性和客户满意度. 
• Reduce per-transaction costs – Without automation, as a company grows and the resulting transaction volumes increase, operating expenses continue to rise. 实现自动化流程需要一些预先的资源，但从长远来看，可以很容易地通过降低每个事务的成本获得回报.   
• Drive standardization – To effectively implement automation, it’s imperative to set a consistent standard, and remove one-off scenarios that can happen within manual processes.  
• 改善及时性, 事务的跟踪和准确性——某些事务的自动化可以帮助减少人工错误，并通过系统提供可靠的事务流程跟踪.  

6 Areas Improved Through Automation: 

旅游预订 & 费用补偿: 

• Consider applications that handle both travel and expense, 利用旅行预订的信息，最大限度地减少创建和处理费用报告的工作量. 旅行者可以节省时间使用
  your single source travel booking application, maintain their reward programs within the application, and the company has direct access to the travel information. 
• As you consider applications, the following can be important capabilities: 
  • 手机应用程序，允许: 
    • 成像/收据捕获
      
    • 创建/提交费用报告 
    • 批准  
  • 可配置的差旅和费用报告工作流，以及相关的审批 
  • Configurable policy constraints to help with compliance – travel policy, 费用政策, 帐户编码
  • Corporate credit card data interface capability – information such as dates, 供应商, and dollar amounts may be matched to travel 

每月的关闭过程:

• Many ERPs have templates for uploading journal entries: 
  • 检查您的ERP的JE上传功能，并花时间为每个重复出现的JE设置模板
  • Export source data in a format that fits the upload template 
• Consider software applications that help you handle close virtually: 
  • 关闭清单/任务管理 
  • 自动化的对账 
  • 日记账分录自动化 
  • Workflows/approvals for tasks such as journal entries and reconciliations 
  • 报告/分析 

Procurement – Purchase Order (PO) vs. Non-PO采购: 

• Most companies have purchases that require a PO, and others that do not.  The purchasing policy should define the requirements of PO vs. Non-PO购买. 
• 阿宝购买注意事项: 
  • 现有的ERP功能——这个功能可能是非常基本的，包括具有匹配功能的PO文档，或者可能包括更高级的功能. 
  • External software applications to achieve policy compliance, 工作流功能, 通知, 供应商接口, 和报告. 
  • 允许表单设计和管理的内部应用程序可以用于不需要复杂PO系统的基本跟踪和审批.
• 对于非采购订单，一个建议是设置和使用采购卡(p - card).  p卡是一种可以设置限额的信用卡，以帮助管理非采购订单, and they offer several convenient benefits:
  • Earnable rebates based on spending levels. 
  • 通过减少AP员工收到和处理的发票数量来减少AP的工作量. 
  • 策略遵从性管理可以通过银行系统和卡相关控制(如卡限制和供应商MCC代码限制)来实现. 

应付账款:

• Manually receiving, routing and processing of vendor invoices requires multiple touchpoints and staff diligence.  如果供应商没有将发票发送到一个中心点，那么发票可能会丢失或被复制.
  
• ERP software companies have improved their AP functionality.  Explore your ERP system for capabilities.
• 考虑将与ERP接口的应用程序，包括常见的功能，如: 
  • Imaging with OCR (Optical Character Recognition)  
  • Configurable workflow for policy compliance and approvals 
  • PO与PO的管理. Non-PO事务 
  • Possible interface with P-Card or “ghost” card banking system
  • 供应商支付处理 

工资 & 计时: 

• A manual timesheet requires each employee to record their time on a form, 其次是工资单员工必须将时间输入工资单系统和/或ERP系统. 通过实现与工资单系统接口的计时软件，消除这种重复工作. 
• 内部工资发放要求员工对不同司法管辖区的工资税和劳动法有具体的了解.  考虑使用外部薪资服务来利用薪资和税务功能. Most payroll outsourcing systems also have HR functions, allowing for better coordination between Accounting and HR.  Look for the functionality with any payroll system, such as: 
  • 导入能力——导入计时数据和/或其他用于工资计算的工资/福利相关数据 
  • GL mapping of earning and deduction codes 
  • 导出工资单数据的能力-导出工资单数据的格式上传到您的GL 
  • 开发薪资系统通过API直接与财务ERP接口的潜力
  • 报告/分析 for use by Accounting or HR 
  • 员工可用来查看工资单和更新或查看个人和税务信息 

减少或取消支票:   

• Check payments cost more than most electronic forms of payment, so reducing or eliminating the number of checks saves operating costs.  
• 工资 payments should be made by direct deposit, 或支付信用卡, which saves money and allows employees to review their pay stubs online. 
• Expense reimbursements should be made by direct deposit.  大多数自动费用报告应用程序都有向员工发送电子邮件通知的功能. 
• Types of electronic vendor payments to consider: 
  • ACH支付——许多erp都具有将供应商汇款信息发送到电子邮件的功能，并将ACH文件导出并上传到银行. 
  • “Ghost” card or AP credit card – With these cards, 不会生成信用卡，但银行为供应商付款专门设置了一个AP信用卡账户.  
  • P-Card (procurement card) – separate from corporate card programs, 此信用卡程序可单独设置不同的合规参数, 例如用于非po类型的交易或减少传统的AP发票的数量，AP工作人员必须审查和设置支付.  

Automating various processes boosts the performance of an accounting team, 员工福利, 允许公司在不成倍增加后台成本的情况下增长, 并为会计管理提供可靠的工具来管理后台功能. 

“What’s right about America is that although we have a mess of problems, we have great capacity – intellect and resources – to do something about them.——亨利·福特

无论是短时间的周转“快速点击”效率还是软件实现， Bridgepoint咨询 您是否具备识别和实施符合您需求的解决方案所需的专业知识. With a team of experienced consultants, 我们已经准备好帮助您的组织识别和实现自动化，以简化业务实践并推动增长