{"id":999963002,"date":"2024-06-11T13:37:57","date_gmt":"2024-06-11T06:37:57","guid":{"rendered":"https:\/\/bizzi.vn\/?p=999963002"},"modified":"2026-08-17T18:21:46","modified_gmt":"2026-08-17T11:21:46","slug":"what-is-automatic-voltage-regulation","status":"publish","type":"post","link":"https:\/\/bizzi.vn\/en\/what-is-automatic-voltage-regulation\/","title":{"rendered":"What is AP Automation? How to Automate Your Business&#039;s Accounts Payable Process"},"content":{"rendered":"<p><span style=\"font-weight: 400;\">AP automation is the use of software, AI, OCR, RPA, and workflows to automate the accounts payable process from invoice receipt, data extraction, verification, PO\/GR reconciliation, approval, debt recording, to payment. For businesses with a large volume of invoices and distributed purchasing, approval, and payment processes, AP automation helps reduce manual data entry, increase control over accounts payable, and improve visibility into payment obligations and cash flow.<\/span><\/p>\n<h2><span class=\"ez-toc-section\" id=\"Tu_dong_hoa_AP_la_gi\"><\/span><b>What is AP automation?<\/b><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">AP automation is the process of using technology to digitize and automate tasks in the accounts payable workflow, from invoice processing to supplier approval and payment.<\/span><\/p><div id=\"ez-toc-container\" class=\"ez-toc-v2_0_85 counter-hierarchy ez-toc-counter ez-toc-grey ez-toc-container-direction\">\n<div class=\"ez-toc-title-container\">\n<p class=\"ez-toc-title\" style=\"cursor:inherit\">Index<\/p>\n<span class=\"ez-toc-title-toggle\"><a href=\"#\" class=\"ez-toc-pull-right ez-toc-btn ez-toc-btn-xs ez-toc-btn-default ez-toc-toggle\" aria-label=\"Toggle Table of Content\"><span class=\"ez-toc-js-icon-con\"><span class=\"\"><span class=\"eztoc-hide\" style=\"display:none;\">Toggle<\/span><span class=\"ez-toc-icon-toggle-span\"><svg style=\"fill: #999;color:#999\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" class=\"list-377408\" width=\"20px\" height=\"20px\" viewbox=\"0 0 24 24\" fill=\"none\"><path d=\"M6 6H4v2h2V6zm14 0H8v2h12V6zM4 11h2v2H4v-2zm16 0H8v2h12v-2zM4 16h2v2H4v-2zm16 0H8v2h12v-2z\" fill=\"currentColor\"><\/path><\/svg><svg style=\"fill: #999;color:#999\" class=\"arrow-unsorted-368013\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" width=\"10px\" height=\"10px\" viewbox=\"0 0 24 24\" version=\"1.2\" baseprofile=\"tiny\"><path d=\"M18.2 9.3l-6.2-6.3-6.2 6.3c-.2.2-.3.4-.3.7s.1.5.3.7c.2.2.4.3.7.3h11c.3 0 .5-.1.7-.3.2-.2.3-.5.3-.7s-.1-.5-.3-.7zM5.8 14.7l6.2 6.3 6.2-6.3c.2-.2.3-.5.3-.7s-.1-.5-.3-.7c-.2-.2-.4-.3-.7-.3h-11c-.3 0-.5.1-.7.3-.2.2-.3.5-.3.7s.1.5.3.7z\"\/><\/svg><\/span><\/span><\/span><\/a><\/span><\/div>\n<nav><ul class='ez-toc-list ez-toc-list-level-1 eztoc-toggle-hide-by-default' ><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-1\" href=\"https:\/\/bizzi.vn\/en\/what-is-automatic-voltage-regulation\/#Tu_dong_hoa_AP_la_gi\" >What is AP automation?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-2\" href=\"https:\/\/bizzi.vn\/en\/what-is-automatic-voltage-regulation\/#Quy_trinh_phai_tra_thu_cong_thuong_dien_ra_nhu_the_nao\" >What does the manual payment process typically look like?<\/a><ul class='ez-toc-list-level-3' ><li class='ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-3\" href=\"https:\/\/bizzi.vn\/en\/what-is-automatic-voltage-regulation\/#Giai_doan_1_Tao_yeu_cau_mua_hang_va_phe_duyet\" >Phase 1: Create and approve purchase requests<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-4\" href=\"https:\/\/bizzi.vn\/en\/what-is-automatic-voltage-regulation\/#Giai_doan_2_Khoi_tao_PO_va_chuan_hoa_du_lieu_mua_hang\" >Phase 2: Initialize Purchase Orders and Standardize Purchase Data<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-5\" href=\"https:\/\/bizzi.vn\/en\/what-is-automatic-voltage-regulation\/#Giai_doan_3_Nhap_hang_nghiem_thu_va_kiem_tra_chung_tu_nhan_hang\" >Phase 3: Receiving goods, acceptance testing, and checking receiving documents.<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-6\" href=\"https:\/\/bizzi.vn\/en\/what-is-automatic-voltage-regulation\/#Giai_doan_4_Thu_thap_nhap_va_kiem_tra_hoa_don\" >Phase 4: Collect, enter, and verify invoices.<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-7\" href=\"https:\/\/bizzi.vn\/en\/what-is-automatic-voltage-regulation\/#Giai_doan_5_Doi_chieu_chung_tu_va_xu_ly_ngoai_le\" >Phase 5: Document reconciliation and exception handling<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-8\" href=\"https:\/\/bizzi.vn\/en\/what-is-automatic-voltage-regulation\/#Giai_doan_6_Lap_de_nghi_thanh_toan_kiem_tra_bo_chung_tu_va_ghi_nhan_cong_no\" >Phase 6: Prepare payment request, check documents, and record accounts payable.<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-9\" href=\"https:\/\/bizzi.vn\/en\/what-is-automatic-voltage-regulation\/#Giai_doan_7_Lap_lich_thuc_hien_thanh_toan_va_cap_nhat_trang_thai\" >Phase 7: Scheduling, processing payments, and updating status<\/a><\/li><\/ul><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-10\" href=\"https:\/\/bizzi.vn\/en\/what-is-automatic-voltage-regulation\/#Nhung_diem_nghen_thuong_gap_trong_quy_trinh_phai_tra_thu_cong\" >Common bottlenecks in manual payment processing.<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-11\" href=\"https:\/\/bizzi.vn\/en\/what-is-automatic-voltage-regulation\/#AP_Automation_hoat_dong_nhu_the_nao_trong_quy_trinh_invoice-to-pay\" >How does AP Automation work in the invoice-to-pay process?<\/a><ul class='ez-toc-list-level-3' ><li class='ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-12\" href=\"https:\/\/bizzi.vn\/en\/what-is-automatic-voltage-regulation\/#1_Invoice_capture_%E2%80%93_Thu_thap_hoa_don\" >1. Invoice capture \u2013 Collect invoices<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-13\" href=\"https:\/\/bizzi.vn\/en\/what-is-automatic-voltage-regulation\/#2_Data_extraction_%E2%80%93_Trich_xuat_du_lieu\" >2. Data extraction<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-14\" href=\"https:\/\/bizzi.vn\/en\/what-is-automatic-voltage-regulation\/#3_Invoice_validation_%E2%80%93_Kiem_tra_hoa_don\" >3. Invoice validation \u2013 Invoice verification<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-15\" href=\"https:\/\/bizzi.vn\/en\/what-is-automatic-voltage-regulation\/#H3_4_Matching_%E2%80%93_Doi_chieu_chung_tu\" >H3. 4. Matching \u2013 Document Comparison<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-16\" href=\"https:\/\/bizzi.vn\/en\/what-is-automatic-voltage-regulation\/#5_Approval_routing_%E2%80%93_Dinh_tuyen_phe_duyet\" >5. Approval Routing<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-17\" href=\"https:\/\/bizzi.vn\/en\/what-is-automatic-voltage-regulation\/#6_ERPaccounting_posting_%E2%80%93_Dong_bo_du_lieu_ke_toan\" >6. ERP\/accounting posting \u2013 Synchronizing accounting data<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-18\" href=\"https:\/\/bizzi.vn\/en\/what-is-automatic-voltage-regulation\/#7_Payment_reporting_%E2%80%93_Thanh_toan_va_bao_cao\" >7. Payment &amp; Reporting<\/a><\/li><\/ul><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-19\" href=\"https:\/\/bizzi.vn\/en\/what-is-automatic-voltage-regulation\/#AP_Automation_khac_gi_OCR_hoa_don_va_module_AP_trong_ERP\" >How does AP Automation differ from invoice OCR and the AP module in ERP?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-20\" href=\"https:\/\/bizzi.vn\/en\/what-is-automatic-voltage-regulation\/#Doanh_nghiep_can_tu_dong_hoa_quy_trinh_phai_tra_khi_nao\" >When should businesses automate their payment processing?<\/a><ul class='ez-toc-list-level-3' ><li class='ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-21\" href=\"https:\/\/bizzi.vn\/en\/what-is-automatic-voltage-regulation\/#Doanh_nghiep_nen_can_nhac_AP_Automation_neu\" >Businesses should consider AP Automation if:<\/a><\/li><\/ul><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-22\" href=\"https:\/\/bizzi.vn\/en\/what-is-automatic-voltage-regulation\/#AP_Automation_mang_lai_loi_ich_gi_cho_doanh_nghiep\" >What benefits does AP Automation bring to businesses?<\/a><ul class='ez-toc-list-level-3' ><li class='ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-23\" href=\"https:\/\/bizzi.vn\/en\/what-is-automatic-voltage-regulation\/#1_Giam_nhap_lieu_thu_cong\" >1. Reduce manual data entry.<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-24\" href=\"https:\/\/bizzi.vn\/en\/what-is-automatic-voltage-regulation\/#2_Tang_kha_nang_kiem_soat_khoan_phai_tra\" >2. Increase control over accounts payable.<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-25\" href=\"https:\/\/bizzi.vn\/en\/what-is-automatic-voltage-regulation\/#3_Giam_rui_ro_thanh_toan_trung\" >3. Reduce the risk of duplicate payments.<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-26\" href=\"https:\/\/bizzi.vn\/en\/what-is-automatic-voltage-regulation\/#4_Tang_kha_nang_kiem_soat_dong_tien\" >4. Increase control over cash flow.<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-27\" href=\"https:\/\/bizzi.vn\/en\/what-is-automatic-voltage-regulation\/#5_Chuyen_vai_tro_ke_toan_AP_tu_nhap_lieu_sang_kiem_soat\" >5. Shift the AP accounting role from data entry to control.<\/a><\/li><\/ul><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-28\" href=\"https:\/\/bizzi.vn\/en\/what-is-automatic-voltage-regulation\/#Nhung_tinh_nang_quan_trong_cua_mot_giai_phap_AP_Automation_la_gi\" >What are the key features of an AP Automation solution?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-29\" href=\"https:\/\/bizzi.vn\/en\/what-is-automatic-voltage-regulation\/#Doi_soat_3_chieu_trong_AP_Automation_la_gi\" >What is 3D reconciliation in AP Automation?<\/a><ul class='ez-toc-list-level-3' ><li class='ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-30\" href=\"https:\/\/bizzi.vn\/en\/what-is-automatic-voltage-regulation\/#Vi_du\" >For example<\/a><\/li><\/ul><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-31\" href=\"https:\/\/bizzi.vn\/en\/what-is-automatic-voltage-regulation\/#Lam_sao_do_hieu_qua_trien_khai_AP_Automation\" >How can we measure the effectiveness of AP Automation deployment?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-32\" href=\"https:\/\/bizzi.vn\/en\/what-is-automatic-voltage-regulation\/#Quy_trinh_trien_khai_AP_Automation_gom_nhung_buoc_nao\" >What are the steps involved in the AP Automation deployment process?<\/a><ul class='ez-toc-list-level-3' ><li class='ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-33\" href=\"https:\/\/bizzi.vn\/en\/what-is-automatic-voltage-regulation\/#1_Danh_gia_hien_trang_va_nhu_cau_cua_quy_trinh_AP\" >1. Assess the current status and needs of the AP process.<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-34\" href=\"https:\/\/bizzi.vn\/en\/what-is-automatic-voltage-regulation\/#2_Chuan_hoa_quy_trinh_va_thiet_ke_AP_workflow\" >2. Standardize processes and design AP workflows.<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-35\" href=\"https:\/\/bizzi.vn\/en\/what-is-automatic-voltage-regulation\/#3_Chuan_hoa_nguon_hoa_don_va_master_data\" >3. Standardize invoice sources and master data.<\/a><ul class='ez-toc-list-level-4' ><li class='ez-toc-heading-level-4'><a class=\"ez-toc-link ez-toc-heading-36\" href=\"https:\/\/bizzi.vn\/en\/what-is-automatic-voltage-regulation\/#Mapping_nguon_hoa_don\" >Mapping invoice source<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-4'><a class=\"ez-toc-link ez-toc-heading-37\" href=\"https:\/\/bizzi.vn\/en\/what-is-automatic-voltage-regulation\/#Chuan_hoa_master_data_nha_cung_cap\" >Normalize vendor master data.<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-4'><a class=\"ez-toc-link ez-toc-heading-38\" href=\"https:\/\/bizzi.vn\/en\/what-is-automatic-voltage-regulation\/#Mapping_PO_GR_va_ERP\" >Mapping PO, GR, and ERP<\/a><\/li><\/ul><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-39\" href=\"https:\/\/bizzi.vn\/en\/what-is-automatic-voltage-regulation\/#4_Lua_chon_giai_phap_va_lap_ke_hoach_tich_hop\" >4. Solution selection and integration planning<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-40\" href=\"https:\/\/bizzi.vn\/en\/what-is-automatic-voltage-regulation\/#5_Xac_dinh_exception_rules_va_chay_thu_nghiem_Pilot\" >5. Define exception rules and run tests (Pilot)<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-41\" href=\"https:\/\/bizzi.vn\/en\/what-is-automatic-voltage-regulation\/#6_Dao_tao_rollout_va_ho_tro_nguoi_dung\" >6. Training, rollout, and user support<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-42\" href=\"https:\/\/bizzi.vn\/en\/what-is-automatic-voltage-regulation\/#7_Giam_sat_do_luong_va_toi_uu_hieu_qua\" >7. Monitoring, measuring, and optimizing performance.<\/a><\/li><\/ul><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-43\" href=\"https:\/\/bizzi.vn\/en\/what-is-automatic-voltage-regulation\/#Doanh_nghiep_nen_chon_giai_phap_AP_Automation_theo_tieu_chi_nao\" >What criteria should businesses use when choosing an AP Automation solution?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-44\" href=\"https:\/\/bizzi.vn\/en\/what-is-automatic-voltage-regulation\/#Bizzi_ho_tro_tu_dong_hoa_quy_trinh_phai_tra_nhu_the_nao\" >How does Bizzi support the automation of the accounts payable process?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-45\" href=\"https:\/\/bizzi.vn\/en\/what-is-automatic-voltage-regulation\/#Cau_hoi_thuong_gap_ve_AP_Automation\" >Frequently Asked Questions about AP Automation<\/a><ul class='ez-toc-list-level-3' ><li class='ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-46\" href=\"https:\/\/bizzi.vn\/en\/what-is-automatic-voltage-regulation\/#AP_Automation_co_thay_the_ke_toan_phai_tra_khong\" >Can AP Automation replace accounts payable?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-47\" href=\"https:\/\/bizzi.vn\/en\/what-is-automatic-voltage-regulation\/#Doanh_nghiep_nho_co_can_AP_Automation_khong\" >Do small businesses need AP Automation?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-48\" href=\"https:\/\/bizzi.vn\/en\/what-is-automatic-voltage-regulation\/#AP_Automation_co_tich_hop_voi_ERP_khong\" >Does AP Automation integrate with ERP?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-49\" href=\"https:\/\/bizzi.vn\/en\/what-is-automatic-voltage-regulation\/#AP_Automation_khac_gi_hoa_don_dien_tu\" >How is AP Automation different from electronic invoicing?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-50\" href=\"https:\/\/bizzi.vn\/en\/what-is-automatic-voltage-regulation\/#3-way_matching_co_bat_buoc_voi_moi_hoa_don_khong\" >Is 3-way matching required for all bills?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-51\" href=\"https:\/\/bizzi.vn\/en\/what-is-automatic-voltage-regulation\/#AP_Automation_co_xu_ly_duoc_hoa_don_sai_lech_khong\" >Can AP Automation handle incorrect invoices?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-52\" href=\"https:\/\/bizzi.vn\/en\/what-is-automatic-voltage-regulation\/#Khi_nao_nen_trien_khai_AP_Automation\" >When should AP Automation be implemented?<\/a><\/li><\/ul><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-53\" href=\"https:\/\/bizzi.vn\/en\/what-is-automatic-voltage-regulation\/#Ket_luan_Tu_dong_hoa_AP_nen_bat_dau_tu_quy_trinh_khong_chi_tu_cong_nghe\" >Conclusion: AP automation should start with the process, not just the technology.<\/a><\/li><\/ul><\/nav><\/div>\n\n<p><span style=\"font-weight: 400;\">AP stands for <\/span><b>Accounts Payable<\/b><span style=\"font-weight: 400;\">, which is usually understood as <\/span><b>payable<\/b><span style=\"font-weight: 400;\"> or <\/span><b>accounts payable<\/b><span style=\"font-weight: 400;\">. This is the process of managing a company&#039;s payment obligations to suppliers after purchasing goods or using services.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">In the traditional process, accountants typically have to:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Receive invoices from email, suppliers, or internal departments.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Enter invoice data into the software.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Check the supplier information and invoice.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Compare the invoice with the purchase order and delivery receipt.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Submit the invoice to the relevant authorities for approval.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Record the outstanding debt.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Prepare a payment request.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Track your payment status.<\/span><\/li>\n<\/ul>\n<p><b>AP Automation automates the invoice-to-pay cycle.<\/b><span style=\"font-weight: 400;\">, From receiving the invoice to the time the invoice is approved and ready for payment.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">However, it is important to understand that <\/span><b>AP Automation is more than just invoice OCR.<\/b><span style=\"font-weight: 400;\">. A fully automated accounts payable solution could cover:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Invoice capture:<\/b><span style=\"font-weight: 400;\"> Automatically collect invoices.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Data extraction:<\/b><span style=\"font-weight: 400;\"> Data extraction using AI\/OCR\/RPA.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Invoice validation:<\/b><span style=\"font-weight: 400;\"> Validate and detect discrepancies.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Matching:<\/b><span style=\"font-weight: 400;\"> Compare the invoice with the purchase order (PO), general receipt (GR), or other relevant documents.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Approval workflow:<\/b><span style=\"font-weight: 400;\"> Automatic routing approval.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>ERP\/accounting posting:<\/b><span style=\"font-weight: 400;\"> Synchronize data to the accounting system or ERP.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Payment:<\/b><span style=\"font-weight: 400;\"> Monitor and support the payment process.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Newspaper:<\/b><span style=\"font-weight: 400;\"> Report on accounts receivable, processing progress, and cash flow.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">In the context of Vietnam, AP Automation also needs to address specific characteristics such as: <\/span><b>electronic invoices, XML data, tax identification number information, suppliers, purchase orders, warehouse receipts, and internal accounting\/ERP systems.<\/b><span style=\"font-weight: 400;\">.<\/span><\/p>\n<figure id=\"attachment_999982086\" aria-describedby=\"caption-attachment-999982086\" style=\"width: 957px\" class=\"wp-caption aligncenter\"><img fetchpriority=\"high\" decoding=\"async\" class=\"wp-image-999982086 size-full\" src=\"https:\/\/bizzi.vn\/wp-content\/uploads\/2024\/06\/tu-dong-hoa-AP-la-gi-4-e1786961897316.webp\" alt=\"What is AP automation?\" width=\"957\" height=\"486\" title=\"\" srcset=\"https:\/\/bizzi.vn\/wp-content\/uploads\/2024\/06\/tu-dong-hoa-AP-la-gi-4-e1786961897316.webp 957w, https:\/\/bizzi.vn\/wp-content\/uploads\/2024\/06\/tu-dong-hoa-AP-la-gi-4-e1786961897316-300x152.webp 300w, https:\/\/bizzi.vn\/wp-content\/uploads\/2024\/06\/tu-dong-hoa-AP-la-gi-4-e1786961897316-768x390.webp 768w, https:\/\/bizzi.vn\/wp-content\/uploads\/2024\/06\/tu-dong-hoa-AP-la-gi-4-e1786961897316-18x9.webp 18w\" sizes=\"(max-width: 957px) 100vw, 957px\" \/><figcaption id=\"caption-attachment-999982086\" class=\"wp-caption-text\">AP automation is the process of using technology to digitize and automate tasks in the accounts payable workflow, from invoice processing to supplier approval and payment.<\/figcaption><\/figure>\n<h2><span class=\"ez-toc-section\" id=\"Quy_trinh_phai_tra_thu_cong_thuong_dien_ra_nhu_the_nao\"><\/span><b>What does the manual payment process typically look like?<\/b><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Manual payment processes typically begin with creating and approving a purchase request, then continue through steps such as placing the order, receiving the goods, receiving and verifying invoices, reconciling documents, preparing a payment request, recording the debt, and making the payment via email, Excel, or other separate systems.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">In practice, the scope of the accounts payable process can be viewed in two ways. If we only consider... <\/span><b>Invoice-to-Pay<\/b><span style=\"font-weight: 400;\">, The core process begins when a business receives an invoice and ends when the payable is paid. However, with the expanded AP\/P2P model, accounts payable data is generated before the invoice even appears, starting from the purchase request, approval, order placement, and receiving process.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Therefore, a fully manual payment process typically includes: <\/span><b>7 main stages<\/b><span style=\"font-weight: 400;\">:<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"Giai_doan_1_Tao_yeu_cau_mua_hang_va_phe_duyet\"><\/span><b>Phase 1: Create and approve purchase requests<\/b><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">The process typically begins when the employee or department needing the purchase creates a purchase request via email, Excel spreadsheet, form, or other individual systems.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">The request may include information about:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Goods or services to be purchased.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Quantity and delivery time required.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Expected supplier.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Budget or cost center.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Purpose of use.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Terms and conditions of purchase, if any.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">The request is then forwarded to management or the relevant department for approval. In a manual process, this often happens via email or other individual communication channels. It can be difficult for the person handling the request to track its current stage, identify those awaiting approval, and determine if the request has been fully approved.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">When the number of purchase orders increases, businesses may encounter the following situations:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">The request was sent to the wrong person for approval.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">The approval process is lengthy.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">The budget was not properly controlled before the transaction occurred.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">It is difficult to retrieve the approval history.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">The staff must re-enter the information when moving to the order placement step.<\/span><\/li>\n<\/ul>\n<h3><span class=\"ez-toc-section\" id=\"Giai_doan_2_Khoi_tao_PO_va_chuan_hoa_du_lieu_mua_hang\"><\/span><b>Phase 2: Initialize Purchase Orders and Standardize Purchase Data<\/b><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">After the purchase request is approved, the purchasing department can create <\/span><b>Purchase Order (PO)<\/b><span style=\"font-weight: 400;\"> to send to the supplier.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">In the manual process, much of the information from the purchase order may need to be re-entered, for example:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Supplier name and information.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Product or service code.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Quantity.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Unit price.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Payment terms.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Delivery time.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Delivery and pickup location.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Re-entering data at multiple steps increases the risk of discrepancies between the purchase order and the purchase order. Furthermore, supplier information, item codes, units of measurement, and payment terms may be inconsistently stored between the purchasing, warehouse, and accounting departments.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">This is why standardization is necessary. <\/span><b>master data<\/b><span style=\"font-weight: 400;\"> This plays a crucial role in the AP\/P2P process. Supplier data, product codes, unit prices, units of measurement, and payment terms need to be standardized for consistent use throughout the subsequent steps.<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"Giai_doan_3_Nhap_hang_nghiem_thu_va_kiem_tra_chung_tu_nhan_hang\"><\/span><b>Phase 3: Receiving goods, acceptance testing, and checking receiving documents.<\/b><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">When a supplier delivers goods or completes a service, the business needs to record the receipt of the goods or acceptance of the service.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">The relevant documents may include:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Delivery slip.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Warehouse receipt or <\/span><b>Goods Receipt (GR)<\/b><span style=\"font-weight: 400;\">.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Acceptance report.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Packing list.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Bill of lading.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Import\/export documents, if any.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Document confirming completion of service.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">In a manual process, these documents may be stored in various departments. The warehouse department might manage the goods receipt notes, the purchasing department might keep the purchase orders, while accounting only receives a portion of the documentation when the invoice is sent.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">This makes it difficult to determine:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Have all the items been delivered?.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Does the actual quantity received match the purchase order?.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Has the service been approved?.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Are the delivery documents complete?.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">It became time-consuming and heavily reliant on communication between departments.<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"Giai_doan_4_Thu_thap_nhap_va_kiem_tra_hoa_don\"><\/span><b>Phase 4: Collect, enter, and verify invoices.<\/b><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">After goods are delivered or services are completed, the supplier sends an invoice via email, portal, data exchange platform, or other channels.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">In some cases, the invoice may be sent directly to:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Purchasing staff.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">The department that uses the service.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Project management.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Operations Department.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">instead of a centralized point of contact within the Finance and Accounting department.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">The accountant then has to gather the invoices and enter the information such as:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Supplier name.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Tax identification number.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Invoice number.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Invoice date.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Value before tax.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Value Added Tax (VAT).<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Total payment amount.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Payment terms.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">into Excel or <a href=\"https:\/\/bizzi.vn\/hoa-don-dien-tu\/\">electronic invoice processing software<\/a>, accounting software.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">This is one of the stages where errors are most likely to occur, especially when businesses have to process a large number of input invoices. Even a small error in the invoice number, tax code, or payment value can affect the recording of accounts payable, reconciliation, and payment.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">In addition to data entry, businesses also need to check for issues such as:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Are there any duplicate invoices?.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Does the supplier information match the purchase record?.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Does the invoice contain all the necessary information?.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Does the invoice value match the actual transaction?.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Does the invoice relate to the corresponding purchase order (PO) or contract?.<\/span><\/li>\n<\/ul>\n<h3><span class=\"ez-toc-section\" id=\"Giai_doan_5_Doi_chieu_chung_tu_va_xu_ly_ngoai_le\"><\/span><b>Phase 5: Document reconciliation and exception handling<\/b><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">This is one of the biggest bottlenecks in the manual AP process.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Accountants often have to open and audit separately:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Purchase Order (PO)<\/b><span style=\"font-weight: 400;\">.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Goods Receipt (GR)<\/b><span style=\"font-weight: 400;\">.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Invoice<\/b><span style=\"font-weight: 400;\">.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">The information can then be cross-referenced as follows:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Product code.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Name of goods or services.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Quantity.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Unit price.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Tax rate.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Total amount.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Supplier.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Payment terms.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Essentially, this is a process. <\/span><b>3-way matching between PO \u2013 GR \u2013 Invoice<\/b><span style=\"font-weight: 400;\">.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">However, in reality, the relationship between documents is not always as simple as the 1 PO \u2013 1 GR \u2013 1 Invoice model. Businesses may encounter situations such as:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">1 Purchase Order \u2013 1 Invoice \u2013 1 General Receipt.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">1 Purchase Order \u2013 Multiple Invoices \u2013 Multiple General Receipts.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Multiple Purchase Orders \u2013 1 Invoice \u2013 Multiple General Receipts.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Multiple Purchase Orders \u2013 Multiple Invoices \u2013 Multiple Grand Orders.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">When discrepancies arise, accountants typically need to contact the purchasing department, warehouse, service users, or suppliers for verification.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Common exceptions may include:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">The invoice shows a larger quantity than the quantity received.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">The unit price on the invoice is different from the purchase order (PO).<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">The invoice does not include the corresponding delivery receipt.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">The invoice does not match the supplier on the purchase order.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">An invoice shows signs of being entered or paid for twice.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">If the reconciliation is performed across multiple Excel files, emails, or separate systems, the processing time can be significantly extended.<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"Giai_doan_6_Lap_de_nghi_thanh_toan_kiem_tra_bo_chung_tu_va_ghi_nhan_cong_no\"><\/span><b>Phase 6: Prepare payment request, check documents, and record accounts payable.<\/b><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">After the invoices and related documents have been checked, the accountant compiles the file to prepare a payment request.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">A complete application package may include:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Bill.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">PO.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">GR or acceptance report.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Contract.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Request to purchase.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Approval results.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Other relevant documents.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">The accountant needs to check if the file is complete according to internal regulations, then:<\/span><\/p>\n<ol>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Prepare a payment request.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Submit your application through the approval process.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Record the payable amount.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Determine the payment due date.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Update the data in the accounting software or ERP system.<\/span><\/li>\n<\/ol>\n<p><span style=\"font-weight: 400;\">In a manual process, data from invoices, purchase orders, delivery notes, and approvals may need to be compiled multiple times. This increases the risk of:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Missing documentation.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Duplicate data entered.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Incorrect account or expense item.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Incorrect timing was recorded.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Delays in including invoices in the payment process.<\/span><\/li>\n<\/ul>\n<h3><span class=\"ez-toc-section\" id=\"Giai_doan_7_Lap_lich_thuc_hien_thanh_toan_va_cap_nhat_trang_thai\"><\/span><b>Phase 7: Scheduling, processing payments, and updating status<\/b><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">After the accounts payable are approved, the accountant prepares a list of payments based on:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Due date.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Payment terms.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Priority level.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">The company&#039;s cash flow.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Payment policies for each supplier.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">In a manual process, accountants may have to:<\/span><\/p>\n<ol>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Create a payment list.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Create a payment order on online banking.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Double-check the beneficiary information.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Execute the transaction.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Check the status of the money transfer.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Update the payment status in Excel or accounting software.<\/span><\/li>\n<\/ol>\n<p><span style=\"font-weight: 400;\">If accounts receivable, approvals, and bank transaction data are not linked, businesses may have to update information in multiple places.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Then, the task is to determine:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Which bill has been paid?.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Which invoices are awaiting approval?.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Which payments are due soon?.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Which payments are overdue?.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Which payments have been made but the status hasn&#039;t been updated yet?.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">This may rely heavily on Excel and manual comparison processes.<\/span><\/p>\n<h2><span class=\"ez-toc-section\" id=\"Nhung_diem_nghen_thuong_gap_trong_quy_trinh_phai_tra_thu_cong\"><\/span><b>Common bottlenecks in manual payment processing.<\/b><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<table>\n<tbody>\n<tr>\n<td><b>Stage<\/b><\/td>\n<td><b>Common risks<\/b><\/td>\n<td><b>Affect<\/b><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">Purchase order and approval<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Dispersed requests, incorrect approval levels, lack of budget control.<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Delayed purchases, resulting in unplanned expenses.<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">Create a Purchase Order<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Re-enter data, incorrect supplier information, or incorrect unit price.<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Discrepancies between requirements and purchase orders.<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">Receiving goods and inspection.<\/span><\/td>\n<td><span style=\"font-weight: 400;\">The delivery receipt is not consistent with the purchase order.<\/span><\/td>\n<td><span style=\"font-weight: 400;\">It is difficult to determine whether the goods have been received in full or the service has been completed.<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">Collect invoices<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Invoices sent through multiple channels, lost, or sent to the wrong person.<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Delayed recording of liabilities<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">Data entry<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Incorrect invoice number, tax code, date, or value<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Incorrect accounting data, reports, and payments.<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">Compare the Purchase Order\/Gr\/Invoice.<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Multiple files or systems need to be checked.<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Time-consuming, slow exception handling.<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">Approve and prepare payment requests.<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Status and responsible party are unclear.<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Backlog of files, delayed payments<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">Recording accounts payable and payments<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Unlinked accounts receivable and bank data.<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Overdue or delayed payments<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">Update status<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Manual updates are required on multiple systems.<\/span><\/td>\n<td><span style=\"font-weight: 400;\">The data is inconsistent and difficult to retrieve.<\/span><\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<p><span style=\"font-weight: 400;\">As the number of transactions and incoming invoices increases, these limitations tend to become more pronounced. The Accounting Department not only has to process more data but also has to manage the points of contact between the purchasing department, purchasing, inventory, suppliers, approvers, accounting, and banks.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Therefore, the problem with the manual payment process isn&#039;t just slow data entry. The bigger bottleneck is... <\/span><b>Purchasing data, purchase orders, deliveries, invoices, approvals, accounts payable, and payments are scattered.<\/b><span style=\"font-weight: 400;\">, This makes it difficult for businesses to establish a comprehensive control process from purchase order to payment.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">In a scalable automation model, the payment process doesn&#039;t just start when a bill arrives. Data is interconnected throughout. <\/span><b>The process involves purchasing orders (PR), purchase orders (PO), receiving goods, processing invoices and reconciling documents, accounting, payment, and updating status.<\/b><span style=\"font-weight: 400;\">.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">This is also why the solutions <\/span><b>AP Automation<\/b><span style=\"font-weight: 400;\"> Nowadays, the focus is not just on reading and extracting invoice data. A comprehensive automation process can connect purchasing, receiving, and invoice data; performing reconciliation between them. <\/span><b>PO \u2013 GR \u2013 Invoice<\/b><span style=\"font-weight: 400;\">; classify and handle exceptions; support payment request generation; and connect data with accounting systems, ERP systems, and appropriate payment channels.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">If we only consider the scope <\/span><b>Invoice-to-Pay<\/b><span style=\"font-weight: 400;\">, The core process begins with collecting invoices and ends when the invoices are paid. But if we consider the entire model... <\/span><b>P2P\/AP<\/b><span style=\"font-weight: 400;\">, The scope needs to be broader: from purchase requests, approvals, purchase orders, contracts, receiving goods and acceptance testing to invoices, reconciliation, accounting, payment and status updates.<\/span><\/p>\n<h2><span class=\"ez-toc-section\" id=\"AP_Automation_hoat_dong_nhu_the_nao_trong_quy_trinh_invoice-to-pay\"><\/span><b>How does AP Automation work in the invoice-to-pay process?<\/b><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">AP Automation operates by automatically collecting invoices, extracting data, checking validity, reconciling documents, routing approvals, recording accounts payable, and supporting payments.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">An automated invoice-to-pay process typically consists of 7 steps:<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"1_Invoice_capture_%E2%80%93_Thu_thap_hoa_don\"><\/span><b>1. Invoice capture \u2013 Collect invoices<\/b><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">The system collects invoices from multiple sources such as:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">E-mail.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Supplier portal.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">File upload.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Electronic invoicing system.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Internal systems.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Instead of having invoices scattered across multiple emails or folders, the data is brought together in a centralized process.<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"2_Data_extraction_%E2%80%93_Trich_xuat_du_lieu\"><\/span><b>2. Data extraction<\/b><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><b>AI, OCR, and RPA help extract data fields such as invoice number, tax identification number, date, amount, and tax rate.<\/b><\/p>\n<p><span style=\"font-weight: 400;\">The data that can be extracted includes:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Supplier&#039;s name and tax identification number.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Invoice number.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Invoice date.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Value before tax.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Tax rate.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Taxes.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Total payment amount.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Information about goods or services.<\/span><\/li>\n<\/ul>\n<h3><span class=\"ez-toc-section\" id=\"3_Invoice_validation_%E2%80%93_Kiem_tra_hoa_don\"><\/span><b>3. Invoice validation \u2013 Invoice verification<\/b><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><b>Invoice validation helps detect invoices that are missing data, have incorrect supplier information, duplicate invoice numbers, or do not match internal control rules.<\/b><\/p>\n<p><span style=\"font-weight: 400;\">The system can support testing:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Are there any duplicate invoices?.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Does the provider information match the registered data?.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Is the data on the invoice complete?.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Is there a discrepancy between the invoice and the purchase data?.<\/span><\/li>\n<\/ul>\n<h3><span class=\"ez-toc-section\" id=\"H3_4_Matching_%E2%80%93_Doi_chieu_chung_tu\"><\/span><b>H3. 4. Matching \u2013 Document Comparison<\/b><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">The invoice was compared with:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Order.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Warehouse receipt or confirmation of receipt of goods.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Contract.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Acceptance report, if any.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">This step helps determine whether the invoice accurately reflects the actual purchase transaction.<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"5_Approval_routing_%E2%80%93_Dinh_tuyen_phe_duyet\"><\/span><b>5. Approval Routing<\/b><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><b>The approval workflow automatically forwards invoices to the appropriate approver based on department, budget, expense type, or vendor.<\/b><\/p>\n<p><span style=\"font-weight: 400;\">For example:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Invoices below a certain limit: 1 level of approval.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Large-value invoices require multiple levels of approval.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Expenses related to a specific department should be forwarded to the department head.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Expenses exceed budget: additional approval required.<\/span><\/li>\n<\/ul>\n<h3><span class=\"ez-toc-section\" id=\"6_ERPaccounting_posting_%E2%80%93_Dong_bo_du_lieu_ke_toan\"><\/span><b>6. ERP\/accounting posting \u2013 Synchronizing accounting data<\/b><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><b>ERP integration helps synchronize verified and approved invoice data to the accounting or ERP system.<\/b><\/p>\n<p><span style=\"font-weight: 400;\">This helps reduce data re-entry between multiple systems and limits errors caused by duplicate data entry.<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"7_Payment_reporting_%E2%80%93_Thanh_toan_va_bao_cao\"><\/span><b>7. Payment &amp; Reporting<\/b><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Once the invoice is approved, the business can:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Track your payment status.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Manage due dates.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Track accounts payable.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Prepare a report on accounts receivable.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Track projected cash flow.<\/span><\/li>\n<\/ul>\n<p><b>In a scalable automation model, the accounts payable process doesn&#039;t just begin when an invoice arrives. Data can be interconnected throughout, from purchase order, purchase order, receiving goods, invoice processing, document reconciliation to accounting and payment.<\/b><\/p>\n<h2><span class=\"ez-toc-section\" id=\"AP_Automation_khac_gi_OCR_hoa_don_va_module_AP_trong_ERP\"><\/span><b>How does AP Automation differ from invoice OCR and the AP module in ERP?<\/b><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><b>AP Automation differs from OCR in its automation capabilities and from the AP module in ERP in its ability to flexibly process invoices, approve, reconcile, and integrate multiple data sources.<\/b><\/p>\n<table>\n<tbody>\n<tr>\n<td><b>Criteria<\/b><\/td>\n<td><b>OCR invoices<\/b><\/td>\n<td><b>ERP AP Module<\/b><\/td>\n<td><b>Specialized AP Automation<\/b><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">Main role<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Read the data on the invoice.<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Managing AP business processes in ERP<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Automate a large part of the invoice-to-pay process.<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">Starting point<\/span><\/td>\n<td><span style=\"font-weight: 400;\">When you have the invoice file<\/span><\/td>\n<td><span style=\"font-weight: 400;\">When a document is created in ERP<\/span><\/td>\n<td><span style=\"font-weight: 400;\">You can start with email, portal, upload, or many other sources.<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">Data extraction<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Have<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Depending on the system<\/span><\/td>\n<td><span style=\"font-weight: 400;\">AI\/OCR\/RPA<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">Compare PO\/GR<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Usually not<\/span><\/td>\n<td><span style=\"font-weight: 400;\">There may be<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Can support 2-way\/3-way matching<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">Workflow approval<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Limit<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Have<\/span><\/td>\n<td><span style=\"font-weight: 400;\">It can be configured according to rules.<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">Exception handling<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Limit<\/span><\/td>\n<td><span style=\"font-weight: 400;\">There may be<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Focus on addressing discrepancies.<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">Integration<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Usually limited<\/span><\/td>\n<td><span style=\"font-weight: 400;\">It is the central system.<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Integrate with ERP, accounting, banking, or purchasing systems.<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">Fit<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Read data<\/span><\/td>\n<td><span style=\"font-weight: 400;\">ERP Business Management<\/span><\/td>\n<td><span style=\"font-weight: 400;\">AP Process Automation and Management<\/span><\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<p><span style=\"font-weight: 400;\">In other words:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>OCR<\/b><span style=\"font-weight: 400;\"> It helps businesses read data.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>ERP AP Module<\/b><span style=\"font-weight: 400;\"> It helps businesses manage AP operations within their ERP system.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>AP Automation<\/b><span style=\"font-weight: 400;\"> It helps automate and streamline the accounts payable process from start to finish.<\/span><\/li>\n<\/ul>\n<h2><span class=\"ez-toc-section\" id=\"Doanh_nghiep_can_tu_dong_hoa_quy_trinh_phai_tra_khi_nao\"><\/span><b>When should businesses automate their payment processing?<\/b><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Businesses should automate their accounts payable process when the number of invoices increases, approval processes are slow, purchasing data is scattered, or accounting departments spend a lot of time reconciling invoices with purchase orders (POs), general merchandise orders (GRs), and contracts.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Four common bottlenecks include:<\/span><\/p>\n<table>\n<tbody>\n<tr>\n<td><b>Bottleneck<\/b><\/td>\n<td><b>Impact<\/b><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">Distributed purchasing data<\/span><\/td>\n<td><span style=\"font-weight: 400;\">It is difficult to determine whether the invoice matches the actual transaction.<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">Manual Invoice Reconciliation \u2013 Purchase Order \u2013 Retail Price<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Time-consuming, prone to errors in unit prices, quantities, and taxes.<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">Approve discrete costs<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Delayed payments make it difficult to control accountability.<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">Payments are out of sync.<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Risk of duplicate payments, late payments, or loss of early payment discounts.<\/span><\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<h3><span class=\"ez-toc-section\" id=\"Doanh_nghiep_nen_can_nhac_AP_Automation_neu\"><\/span><b>Businesses should consider AP Automation if:<\/b><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">There are many input invoices each month.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">The invoices come from multiple sources.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Accountants still have to enter data manually.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Approval via email or chat.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Invoices often contain duplicate, incorrect, or missing supporting documents.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">The payment obligations are not visible in real time.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Cash flow is difficult to predict.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Suppliers frequently report delayed payments.<\/span><\/li>\n<\/ul>\n<h2><span class=\"ez-toc-section\" id=\"AP_Automation_mang_lai_loi_ich_gi_cho_doanh_nghiep\"><\/span><b>What benefits does AP Automation bring to businesses?<\/b><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">AP Automation helps businesses reduce manual data entry, shorten invoice processing time, increase control over accounts payable, and improve visibility into cash flow.<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"1_Giam_nhap_lieu_thu_cong\"><\/span><b>1. Reduce manual data entry.<\/b><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">AP Automation reduces manual data entry by extracting invoice data and synchronizing information into the accounting system.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">AP staff can reduce repetitive tasks such as:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Enter the invoice number.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Enter your tax identification number.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Enter a value.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Enter supplier information.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Enter accounts receivable data.<\/span><\/li>\n<\/ul>\n<h3><span class=\"ez-toc-section\" id=\"2_Tang_kha_nang_kiem_soat_khoan_phai_tra\"><\/span><b>2. Increase control over accounts payable.<\/b><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><b>AP Automation improves accounts payable control by centrally tracking invoice status, approvals, and payments.<\/b><\/p>\n<p><span style=\"font-weight: 400;\">Finance can easily tell you:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">What stage is the invoice currently at?.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Who is approving it?.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Which invoice is incorrect?.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Which payments are due soon?.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Which amount has been paid?.<\/span><\/li>\n<\/ul>\n<h3><span class=\"ez-toc-section\" id=\"3_Giam_rui_ro_thanh_toan_trung\"><\/span><b>3. Reduce the risk of duplicate payments.<\/b><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Checking invoice data and transaction history helps businesses identify potential risks:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Duplicate invoice numbers.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Duplicate supplier.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Duplicate transaction.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Making multiple payments for the same obligation.<\/span><\/li>\n<\/ul>\n<h3><span class=\"ez-toc-section\" id=\"4_Tang_kha_nang_kiem_soat_dong_tien\"><\/span><b>4. Increase control over cash flow.<\/b><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><b>When accounts payable and payment schedules are displayed centrally, businesses can better control their working capital.<\/b><\/p>\n<p><span style=\"font-weight: 400;\">Businesses can gain a clearer perspective:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Total amount payable.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">The payments are due soon.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Payment by supplier.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Cash flow needs to be prepared during the period.<\/span><\/li>\n<\/ul>\n<h3><span class=\"ez-toc-section\" id=\"5_Chuyen_vai_tro_ke_toan_AP_tu_nhap_lieu_sang_kiem_soat\"><\/span><b>5. Shift the AP accounting role from data entry to control.<\/b><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">When repetitive tasks are automated, AP accountants can focus more on:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Exception handling.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Control payment policies.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Supplier management.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Data reconciliation.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Cash flow analysis.<\/span><\/li>\n<\/ul>\n<h2><span class=\"ez-toc-section\" id=\"Nhung_tinh_nang_quan_trong_cua_mot_giai_phap_AP_Automation_la_gi\"><\/span><b>What are the key features of an AP Automation solution?<\/b><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><b>An AP Automation solution should have core features such as automated bill collection and data extraction., <a href=\"https:\/\/bizzi.vn\/cach-kiem-tra-hoa-don-dien-tu-hop-le\/\">check valid electronic invoice<\/a>, PO\/GR reconciliation, approval workflow, ERP integration, and AP reporting.<\/b><\/p>\n<table>\n<tbody>\n<tr>\n<td><b>Feature<\/b><\/td>\n<td><b>Role<\/b><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">Invoice capture<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Receive invoices via email, upload, or portal.<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">AI\/OCR\/RPA data extraction<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Automatically read invoice data<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">Invoice validation<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Check for errors, duplicates, and missing data.<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">Vendor validation<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Check supplier information<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">2-way\/3-way matching<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Match Invoice \u2013 PO \u2013 GR<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">Approval workflow<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Automatically forward invoices to the approver.<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">Exception handling<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Handling incorrect invoices<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">ERP\/accounting integration<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Synchronize data after approval.<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">substantial tracking<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Track your request and payment status.<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">Dashboard &amp; reporting<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Monitor AP performance and accounts receivable.<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">Audit trail<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Track actions, approvals, and edits.<\/span><\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<p><span style=\"font-weight: 400;\">A good system shouldn&#039;t just answer the question. <\/span><b>\u201c&quot;Has the invoice been entered yet?&quot;\u201d<\/b><span style=\"font-weight: 400;\">, which needs to help businesses answer:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Does this invoice reflect the purchase transaction?<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Who needs approval?<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Does the invoice exceed the policy limit?<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">When is this payment due?<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Why is the invoice pending?<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">How many invoices require exception processing?<\/span><\/li>\n<\/ul>\n<h2><span class=\"ez-toc-section\" id=\"Doi_soat_3_chieu_trong_AP_Automation_la_gi\"><\/span><b>What is 3D reconciliation in AP Automation?<\/b><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><b>Three-way reconciliation is the process of matching data between invoices, purchase orders, and warehouse receipts to determine if the invoice matches the actual purchase transaction.<\/b><\/p>\n<p><span style=\"font-weight: 400;\">The three data sources include:<\/span><\/p>\n<table>\n<tbody>\n<tr>\n<td><b>Ingredient<\/b><\/td>\n<td><b>Meaning<\/b><\/td>\n<\/tr>\n<tr>\n<td><b>Invoice<\/b><\/td>\n<td><span style=\"font-weight: 400;\">Supplier invoice sent<\/span><\/td>\n<\/tr>\n<tr>\n<td><b>PO \u2013 Purchase Order<\/b><\/td>\n<td><span style=\"font-weight: 400;\">The order has been approved.<\/span><\/td>\n<\/tr>\n<tr>\n<td><b>GR \u2013 Goods Receipt<\/b><\/td>\n<td><span style=\"font-weight: 400;\">Receipt or confirmation that the goods have been received.<\/span><\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<p><span style=\"font-weight: 400;\">The system can check:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Supplier.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Product or service code.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Quantity.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Unit price.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Tax rate.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Total amount.<\/span><\/li>\n<\/ul>\n<h3><span class=\"ez-toc-section\" id=\"Vi_du\"><\/span><b>For example<\/b><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">The company placed the order. <\/span><b>100 products<\/b><span style=\"font-weight: 400;\"> with unit price <\/span><b>100,000 VND\/product<\/b><span style=\"font-weight: 400;\">.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Upon receiving the invoice:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Purchase Order (PO): 100 products.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">GR: 100 products received.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Invoice: 100 products.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">If the data matches, the invoice can be forwarded to the approval process.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Conversely, if the invoice records <\/span><b>120 products<\/b><span style=\"font-weight: 400;\"> while businesses only place orders and receive deliveries. <\/span><b>100 products<\/b><span style=\"font-weight: 400;\">, The system can group the transaction. <\/span><b>exception<\/b><span style=\"font-weight: 400;\"> Let the accounting department or the relevant department handle it.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">The important point is <\/span><b>3-way matching eliminates the need for accountants to manually check all invoices.<\/b><span style=\"font-weight: 400;\">, which focuses on transactions with discrepancies that need to be resolved.<\/span><\/p>\n<figure id=\"attachment_999982088\" aria-describedby=\"caption-attachment-999982088\" style=\"width: 1024px\" class=\"wp-caption aligncenter\"><img decoding=\"async\" class=\"wp-image-999982088 size-full\" src=\"https:\/\/bizzi.vn\/wp-content\/uploads\/2024\/06\/tu-dong-hoa-AP-la-gi-5.webp\" alt=\"What is 3D reconciliation in AP Automation?\" width=\"1024\" height=\"617\" title=\"\" srcset=\"https:\/\/bizzi.vn\/wp-content\/uploads\/2024\/06\/tu-dong-hoa-AP-la-gi-5.webp 1024w, https:\/\/bizzi.vn\/wp-content\/uploads\/2024\/06\/tu-dong-hoa-AP-la-gi-5-300x181.webp 300w, https:\/\/bizzi.vn\/wp-content\/uploads\/2024\/06\/tu-dong-hoa-AP-la-gi-5-768x463.webp 768w, https:\/\/bizzi.vn\/wp-content\/uploads\/2024\/06\/tu-dong-hoa-AP-la-gi-5-18x12.webp 18w\" sizes=\"(max-width: 1024px) 100vw, 1024px\" \/><figcaption id=\"caption-attachment-999982088\" class=\"wp-caption-text\">Bizzi Bot automatically performs intelligent 3D invoice verification with greater accuracy than 99%.<\/figcaption><\/figure>\n<h2><span class=\"ez-toc-section\" id=\"Lam_sao_do_hieu_qua_trien_khai_AP_Automation\"><\/span><b>How can we measure the effectiveness of AP Automation deployment?<\/b><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Businesses should not evaluate AP Automation based solely on... <\/span><b>\u201c&quot;Reduce data entry&quot;\u201d<\/b><span style=\"font-weight: 400;\">. Efficiency should be measured by processing speed, automation rate, data quality, and the ability to control cash flow.<\/span><\/p>\n<table>\n<tbody>\n<tr>\n<td><b>KPI<\/b><\/td>\n<td><b>Meaning<\/b><\/td>\n<\/tr>\n<tr>\n<td><b>Invoice cycle time<\/b><\/td>\n<td><span style=\"font-weight: 400;\">The time from receiving the invoice to being ready to pay.<\/span><\/td>\n<\/tr>\n<tr>\n<td><b>Cost per invoice<\/b><\/td>\n<td><span style=\"font-weight: 400;\">Average processing cost per invoice<\/span><\/td>\n<\/tr>\n<tr>\n<td><b>Touchless processing rate<\/b><\/td>\n<td><span style=\"font-weight: 400;\">Percentage of invoices processed without manual intervention.<\/span><\/td>\n<\/tr>\n<tr>\n<td><b>Exception rate<\/b><\/td>\n<td><span style=\"font-weight: 400;\">Percentage of invoices requiring exception processing.<\/span><\/td>\n<\/tr>\n<tr>\n<td><b>Duplicate payment rate<\/b><\/td>\n<td><span style=\"font-weight: 400;\">Duplicate payment rate<\/span><\/td>\n<\/tr>\n<tr>\n<td><b>On-time payment rate<\/b><\/td>\n<td><span style=\"font-weight: 400;\">On-time payment rate<\/span><\/td>\n<\/tr>\n<tr>\n<td><b>Early payment discount captured<\/b><\/td>\n<td><span style=\"font-weight: 400;\">The value of the early payment discount can be taken advantage of.<\/span><\/td>\n<\/tr>\n<tr>\n<td><b>First-pass match rate<\/b><\/td>\n<td><span style=\"font-weight: 400;\">Rate of matching PO\/GR invoices on the first try.<\/span><\/td>\n<\/tr>\n<tr>\n<td><b>Approval SLA<\/b><\/td>\n<td><span style=\"font-weight: 400;\">Average approval time<\/span><\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<p><span style=\"font-weight: 400;\">These KPIs help CFOs and Finance Managers assess whether the system is actually improving processes or simply shifting data entry from one tool to another.<\/span><\/p>\n<h2><span class=\"ez-toc-section\" id=\"Quy_trinh_trien_khai_AP_Automation_gom_nhung_buoc_nao\"><\/span><b>What are the steps involved in the AP Automation deployment process?<\/b><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">The AP Automation deployment process should begin with a current situation assessment, data standardization, solution selection, testing, user training, and post-deployment performance measurement.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">However, with accounts payable processes, businesses shouldn&#039;t simply implement software in a &quot;install and use&quot; manner. AP Automation involves multiple data sources and departments, from suppliers, purchasing, warehousing, accounting to approvals. Therefore, it&#039;s crucial to clearly define the current process, standardize input data, and design processing rules before automating.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">An implementation process can consist of six main phases, which can be expanded into more specific control steps:<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"1_Danh_gia_hien_trang_va_nhu_cau_cua_quy_trinh_AP\"><\/span><b>1. Assess the current status and needs of the AP process.<\/b><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Businesses should start by auditing their current accounts payable process to identify bottlenecks before choosing a solution.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Some of the areas that need to be evaluated include:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">From what sources do businesses receive invoices: email, supplier portal, electronic system, or paper copy?.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Average number of input invoices per day\/month.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Average processing time from receipt of invoice to payment.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Manual data entry steps.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Current approval process.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">How to reconcile invoices with purchase orders (PO), general merchandise (GR), or contracts.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">The percentage of invoices that were returned or required additional documentation.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Common errors encountered when entering data.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">The number of duplicate invoices or invoices with unusual information.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">The accounting department&#039;s time is dedicated to reconciliation and handling exceptions.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">At this stage, the business should establish <\/span><b>Prototype AP<\/b><span style=\"font-weight: 400;\"> \u2013 that is, current data used as a basis for comparison before and after implementation.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">For example, the baseline might include:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Average processing time per invoice.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Total number of invoices processed each month.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">The percentage of invoices that require manual data entry.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Percentage of invoices with errors or missing information.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Average approval time.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Percentage of invoices processed on time.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Without baseline data, businesses will find it difficult to determine how much AP Automation actually helps shorten processing times, reduce manual operations, or improve quality control.<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"2_Chuan_hoa_quy_trinh_va_thiet_ke_AP_workflow\"><\/span><b>2. Standardize processes and design AP workflows.<\/b><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">After understanding the current situation, the business needs to identify the target AP process.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">This is a transition from the question. <\/span><b>\u201c&quot;How is the business handling invoices?&quot;\u201d<\/b><span style=\"font-weight: 400;\"> luxurious <\/span><b>\u201c&quot;How should the process be operated after automation?&quot;\u201d<\/b><\/p>\n<p><span style=\"font-weight: 400;\">The content that needs to be standardized includes:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Who receives and processes the invoices?.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">What criteria are invoices classified by?.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Which expenses need to be reconciled with the purchase order (PO)?.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">When should you check the GR (Gr) or confirm receipt of goods?.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Who has the authority to approve each type of expense?.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Approval limits are based on invoice value.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">When is multi-level approval required?.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">What conditions cause an invoice to be returned?.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">How to handle invoices with discrepancies.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">How to handle invoices without a purchase order (PO).<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">When does an invoice move to the accounts receivable and payment stage?.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Businesses also need <\/span><b>Approval process mapping<\/b><span style=\"font-weight: 400;\"> based on factors such as department, expense type, transaction value, cost center, or approval level.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">The result of this phase is one <\/span><b>AP productivity<\/b><span style=\"font-weight: 400;\"> Clearly, this means each invoice can be tracked throughout the entire process, from receipt to approval, recording, and payment.<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"3_Chuan_hoa_nguon_hoa_don_va_master_data\"><\/span><b>3. Standardize invoice sources and master data.<\/b><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Automation is only effective when the input data is sufficiently consistent. Therefore, businesses need to identify and standardize the data sources related to their APs.<\/span><\/p>\n<h4><span class=\"ez-toc-section\" id=\"Mapping_nguon_hoa_don\"><\/span><b>Mapping invoice source<\/b><span class=\"ez-toc-section-end\"><\/span><\/h4>\n<p><span style=\"font-weight: 400;\">Businesses need to create a list of current invoice receiving channels, for example:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Email from the accounting department.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Email addresses for each employee or department.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Supplier portal.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Electronic invoicing system.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Paper invoices need to be digitized.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Purchasing systems or platforms.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">The goal is to identify where invoices are entering the system and how to streamline them into a centralized processing flow.<\/span><\/p>\n<h4><span class=\"ez-toc-section\" id=\"Chuan_hoa_master_data_nha_cung_cap\"><\/span><b>Normalize vendor master data.<\/b><span class=\"ez-toc-section-end\"><\/span><\/h4>\n<p><span style=\"font-weight: 400;\">Master data from a provider may include:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Supplier name.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Tax identification number.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Supplier code.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Bank account information.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Payment terms.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Supplier group.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Contact information.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Inconsistent supplier data can make it difficult to reconcile invoices, check for duplicates, or schedule payments.<\/span><\/p>\n<h4><span class=\"ez-toc-section\" id=\"Mapping_PO_GR_va_ERP\"><\/span><b>Mapping PO, GR, and ERP<\/b><span class=\"ez-toc-section-end\"><\/span><\/h4>\n<p><span style=\"font-weight: 400;\">Businesses need to identify what data is stored in:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Purchasing system.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Warehouse management system.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Accounting software.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">ERP.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Excel files or other internal system files.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">The goal is to establish a clear data flow between <\/span><b>Invoice \u2013 Purchase Order \u2013 Retail Price \u2013 ERP\/Accounting<\/b><span style=\"font-weight: 400;\">, This, in turn, lays the groundwork for automatic matching and reduces duplicate data entry.<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"4_Lua_chon_giai_phap_va_lap_ke_hoach_tich_hop\"><\/span><b>4. Solution selection and integration planning<\/b><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">After clearly defining the processes and data, businesses should then choose the appropriate AP Automation solution.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">The criteria to be evaluated may include:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Automatic invoice collection capability.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">The ability to extract invoice data.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">The ability to check and verify information.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Ability to reconcile invoices with purchase orders (PO) and general merchandise (GR).<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">The ability to set up an approval workflow.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Ability to handle exceptions.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Ability to integrate with accounting software or ERP systems.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">The ability to store and retrieve records.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">The ability to report and track KPIs.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">In addition, businesses need to develop a specific implementation plan, including:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Scope of deployment.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Departments involved.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">The system needs to be integrated.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">The data needs to be normalized.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Implementation timeline.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">The person in charge of each category.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">User training and conversion plan.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">The result of this phase is <\/span><b>data flow<\/b><span style=\"font-weight: 400;\"> And a clear implementation plan helps businesses avoid digitizing a process that is not yet standardized.<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"5_Xac_dinh_exception_rules_va_chay_thu_nghiem_Pilot\"><\/span><b>5. Define exception rules and run tests (Pilot)<\/b><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Not all invoices can be processed using the same procedure. Therefore, businesses need to identify them in advance. <\/span><b>exception rules<\/b><span style=\"font-weight: 400;\"> \u2013 that is, the rules for handling exceptions.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">For example:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">The invoice does not have a purchase order (PO).<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">The invoice value differs from the purchase order (PO).<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">The quantity of goods on the invoice differs from the GR (Gr) value.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Duplicate invoice numbers.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">The vendor is not yet in the master data.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">The invoice is missing information.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">The invoice exceeds the approved limit.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">The invoice does not comply with the purchasing policy.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Then, the business should implement it. <\/span><b>mine<\/b><span style=\"font-weight: 400;\"> with limited scope, for example:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">A group of suppliers.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">A department.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">A type of expense.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">A specific purchasing process.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">The pilot&#039;s objective was to test:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Is the data accurately identified?.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Is the workflow working correctly?.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Do the purchase\/return (PO\/GR) data match the invoice?.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Do the exception rules cover real-world scenarios?.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Can users operate it conveniently?.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">The result of this phase is <\/span><b>test results<\/b><span style=\"font-weight: 400;\">, This helps businesses detect errors and refine processes before large-scale deployment.<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"6_Dao_tao_rollout_va_ho_tro_nguoi_dung\"><\/span><b>6. Training, rollout, and user support<\/b><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">After completing the pilot program, businesses can expand the deployment to other departments, suppliers, or transaction types.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">However, AP Automation is not just a technology project. Accounting, purchasing, warehousing, management, and supplier staff may all be involved in the new process.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Therefore, businesses need to prepare:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">User manual.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">New invoice processing procedure.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Instructions for handling exceptions.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">User permission management.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Support channel when problems arise.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Internal communication plan.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Training should focus on helping users understand:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Where should the invoice be sent?.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Who is responsible for handling each step?.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">When is approval required?.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">How to handle returned invoices.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">How to track your profile status.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Once these steps are standardized, businesses can move from pilot to full operation. <\/span><b>AP Automation live<\/b><span style=\"font-weight: 400;\"> on a broader scale.<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"7_Giam_sat_do_luong_va_toi_uu_hieu_qua\"><\/span><b>7. Monitoring, measuring, and optimizing performance.<\/b><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">After implementation, businesses need to continue monitoring effectiveness instead of considering the project finished as soon as the system goes live.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Some KPIs that can be tracked include:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Average processing time per invoice.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Time from receipt of invoice to approval.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Time from approval to payment.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">The percentage of invoices processed automatically.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">The percentage of invoices that require manual data entry.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">The percentage of returned invoices.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">The percentage of invoices that generate exceptions.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Duplicate invoice rate.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">On-time payment rate.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Number of staff hours saved.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Businesses can compare these metrics to the baseline established during the audit phase to assess the actual effectiveness of the project.<\/span><\/p>\n<table>\n<tbody>\n<tr>\n<td><b>Stage<\/b><\/td>\n<td><b>What to do<\/b><\/td>\n<td><b>Output<\/b><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">Current status audit<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Measure cycle time, volume, errors, and exceptions.<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Baseline AP<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">Standardize the process<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Define the approval workflow and processing rules.<\/span><\/td>\n<td><span style=\"font-weight: 400;\">AP productivity<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">Data normalization<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Standardize suppliers, purchase orders (PO), product codes (GR), and product codes. <a href=\"https:\/\/bizzi.vn\/quan-ly-chi-phi\/\">business cost management<\/a><\/span><\/td>\n<td><span style=\"font-weight: 400;\">Master data<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">Integration<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Connect ERP, accounting software, email, or related systems.<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Data flow<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">Pilot<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Test with a group of vendors or transaction range.<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Test results<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">Rollout<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Expand deployment to departments and processes.<\/span><\/td>\n<td><span style=\"font-weight: 400;\">AP Automation live<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">death<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Monitor KPIs and continuously improve.<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Performance report<\/span><\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<p><span style=\"font-weight: 400;\">Overall, implementing AP Automation should be viewed as a phased operational improvement process. Businesses should not automate entire processes from the outset without a thorough understanding of their existing data, workflows, and exceptions.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">A suitable approach is to start by <\/span><b>Audit current status \u2192 standardize processes and data \u2192 run pilot \u2192 rollout \u2192 measure and optimize<\/b><span style=\"font-weight: 400;\">. This approach helps businesses reduce change risk, verify effectiveness at each step, and build a foundation for automating accounts payable on a larger scale.<\/span><\/p>\n<h2><span class=\"ez-toc-section\" id=\"Doanh_nghiep_nen_chon_giai_phap_AP_Automation_theo_tieu_chi_nao\"><\/span><b>What criteria should businesses use when choosing an AP Automation solution?<\/b><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><b>Businesses should implement AP Automation when incoming invoices increase, approvals are slow, manual reconciliation is time-consuming, payments are difficult to control, or there is a need to increase visibility for cash flow.<\/b><\/p>\n<p><span style=\"font-weight: 400;\">Implementation may be considered when a business experiences one or more of the following signs:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">The volume of invoices is increasing rapidly.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">There are many suppliers.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">The invoices come from multiple sources.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">There are many branches or member units.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Approval via email or chat.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Accountants spend a lot of time entering data.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Manually compare Invoice \u2013 Purchase Order \u2013 Retail Price.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">There is a risk of double payment.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Unable to track payment obligations in real time.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">CFOs find it difficult to forecast cash flow.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Suppliers frequently report delayed payments.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Before implementation, businesses should evaluate:<\/span><\/p>\n<ol>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Current AP process.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Number of invoices.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">The degree of normalization of PO and GR.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Quality of the provider&#039;s master data.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">The accounting\/ERP system currently in use.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Points that need to be integrated.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">KPIs need improvement.<\/span><\/li>\n<\/ol>\n<h2><span class=\"ez-toc-section\" id=\"Bizzi_ho_tro_tu_dong_hoa_quy_trinh_phai_tra_nhu_the_nao\"><\/span><b>How does Bizzi support the automation of the accounts payable process?<\/b><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><b>Bizzi helps businesses automate their accounts payable processes by combining AI, RPA, electronic invoicing, 3D reconciliation, approval workflows, payment request management, and integration with accounting\/ERP systems.<\/b><\/p>\n<table>\n<tbody>\n<tr>\n<td><b>Business needs<\/b><\/td>\n<td><b>Bizzi support<\/b><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">Receive multiple input invoices<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Automatically collect and process invoices.<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">Manual data entry<\/span><\/td>\n<td><span style=\"font-weight: 400;\">AI\/RPA support for data extraction<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">Incorrect or duplicate invoices<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Error and duplicate warnings<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">Compare PO\/GR<\/span><\/td>\n<td><span style=\"font-weight: 400;\">3-way matching<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">Delayed approval<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Workflow approval<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">Difficult to track payments<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Manage requests and processing status.<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">Distributed data<\/span><\/td>\n<td><span style=\"font-weight: 400;\">ERP\/accounting integration<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">Lack of transparency<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Test trail and report<\/span><\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<p><span style=\"font-weight: 400;\">With this approach, <\/span><b>Bizzi can assist Vietnamese businesses in automating their AP processes, from electronic invoice processing, data verification, and document reconciliation to approval and data integration with accounting\/ERP systems.<\/b><span style=\"font-weight: 400;\">.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Notably, the solution doesn&#039;t just focus on &quot;reading invoices.&quot; The process can be extended to:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Automatically receive and process invoices.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Data extraction using AI\/RPA.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Check the invoice.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Compare Invoice \u2013 Purchase Order \u2013 Retail Price.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Warning about misleading information.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Automatic routing approval.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Prepare and approve payment requests.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Track your payment status.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Connect with your accounting or ERP system.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">According to Bizzi&#039;s solution documentation, capabilities such as <\/span><b>AI\/RPA, electronic invoice verification, 3-way matching, approval workflow, and <a href=\"https:\/\/bizzi.vn\/tich-hop-erp\/\">ERP integration<\/a><\/b><span style=\"font-weight: 400;\"> These are core components in AP automation strategies. Effective metrics such as data extraction rates or processing time reductions need to be used in the correct context of case studies and should not be interpreted as benchmarks applicable to all businesses.<\/span><\/p>\n<h2><span class=\"ez-toc-section\" id=\"Cau_hoi_thuong_gap_ve_AP_Automation\"><\/span><b>Frequently Asked Questions about AP Automation<\/b><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<h3><span class=\"ez-toc-section\" id=\"AP_Automation_co_thay_the_ke_toan_phai_tra_khong\"><\/span><b>Can AP Automation replace accounts payable?<\/b><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><b>Are not.<\/b><span style=\"font-weight: 400;\"> AP Automation helps reduce data entry and repetitive tasks, but accountants still need to manage exceptions, payment policies, supplier relationships, data reconciliation, and cash flow analysis.<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"Doanh_nghiep_nho_co_can_AP_Automation_khong\"><\/span><b>Do small businesses need AP Automation?<\/b><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">It may be necessary, especially when a business has many invoices, multiple suppliers, or complex approval processes. Businesses don&#039;t necessarily have to wait until they are very large to start automating.<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"AP_Automation_co_tich_hop_voi_ERP_khong\"><\/span><b>Does AP Automation integrate with ERP?<\/b><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Yes, it&#039;s possible. An AP Automation solution should be able to integrate with ERP or accounting software to synchronize invoice, accounts receivable, approval, and payment data.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">The specific integration capabilities depend on the ERP\/accounting system and the connection method the business is using.<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"AP_Automation_khac_gi_hoa_don_dien_tu\"><\/span><b>How is AP Automation different from electronic invoicing?<\/b><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><b>Electronic bill<\/b><span style=\"font-weight: 400;\"> It is a document that is created and issued in electronic form.<\/span><\/p>\n<p><b>AP Automation<\/b><span style=\"font-weight: 400;\"> It is an automated process for handling invoices within accounts payable, including checking, reconciling, approving, recording, and tracking payments.<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"3-way_matching_co_bat_buoc_voi_moi_hoa_don_khong\"><\/span><b>Is 3-way matching required for all bills?<\/b><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Not necessarily. 3-way matching is best suited for trades with complete data. <\/span><b>Invoice \u2013 Purchase Order \u2013 GR<\/b><span style=\"font-weight: 400;\">. For expenditures without purchase orders or warehouse receipts, businesses can design different control workflows depending on their policies.<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"AP_Automation_co_xu_ly_duoc_hoa_don_sai_lech_khong\"><\/span><b>Can AP Automation handle incorrect invoices?<\/b><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Support is available. <\/span><b>exception handling<\/b><span style=\"font-weight: 400;\">, This means removing invoices with missing, incorrect, or mismatched data from the automated processing flow so that responsible personnel can review and make decisions.<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"Khi_nao_nen_trien_khai_AP_Automation\"><\/span><b>When should AP Automation be implemented?<\/b><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Businesses should consider factors such as rising input invoices, slow approval processes, time-consuming manual reconciliation, difficulties in controlling payments, or the need to increase cash flow visibility.<\/span><\/p>\n<h2><span class=\"ez-toc-section\" id=\"Ket_luan_Tu_dong_hoa_AP_nen_bat_dau_tu_quy_trinh_khong_chi_tu_cong_nghe\"><\/span><b>Conclusion: AP automation should start with the process, not just the technology.<\/b><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">AP automation is how businesses shift their accounts payable processes from manual processing to a data stream capable of automatically collecting, verifying, reconciling, approving, recording, and tracking payments. The value of AP automation lies not only in reducing data entry, but also in its ability to help businesses gain a clearer view of their payable obligations, handle exceptions faster, and proactively control cash flow.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">However, effective AP automation implementation shouldn&#039;t begin with immediately introducing a tool into the process. Businesses should start by assessing the current AP process, standardizing vendor data, identifying control points, unifying the approval workflow, and selecting the steps that can be automated first.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">For Vietnamese businesses dealing with a large volume of electronic invoices, scattered purchasing data, and manual reconciliation between invoices, purchase orders, and gross orders, Bizzi can be considered a platform to support the automation of accounts payable processes through AI\/RPA, invoice verification, 3-way matching, approval workflows, payment request management, and integration with accounting\/ERP systems.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Instead of having the AP accountant spend most of their time on manual data entry and verification, businesses can move towards a model where the system handles routine transactions, while the accounting team focuses on exceptions, controls, cash flow analysis, and supplier management. This is a more practical approach to gradually upgrade from a Manual AP to an Automated AP and eventually to an Intelligent AP model.<\/span><\/p>\n<p><em><strong>Register here to experience the solution and receive advice from Bizzi&#039;s team of experts: <a href=\"https:\/\/bizzi.vn\/dang-ky-dung-thu\/\">https:\/\/bizzi.vn\/dang-ky-dung-thu\/<\/a><\/strong><\/em><\/p>","protected":false},"excerpt":{"rendered":"<p>AP automation is the use of software, AI, OCR, RPA, and workflows to automate accounts payable processes\u2026<\/p>","protected":false},"author":37,"featured_media":999982085,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"content-type":"","inline_featured_image":false,"footnotes":""},"categories":[85,367,372],"tags":[],"class_list":["post-999963002","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-kiem-soat","category-quy-trinh-phai-tra","category-thanh-toan"],"acf":[],"_links":{"self":[{"href":"https:\/\/bizzi.vn\/en\/wp-json\/wp\/v2\/posts\/999963002","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/bizzi.vn\/en\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/bizzi.vn\/en\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/bizzi.vn\/en\/wp-json\/wp\/v2\/users\/37"}],"replies":[{"embeddable":true,"href":"https:\/\/bizzi.vn\/en\/wp-json\/wp\/v2\/comments?post=999963002"}],"version-history":[{"count":4,"href":"https:\/\/bizzi.vn\/en\/wp-json\/wp\/v2\/posts\/999963002\/revisions"}],"predecessor-version":[{"id":999982084,"href":"https:\/\/bizzi.vn\/en\/wp-json\/wp\/v2\/posts\/999963002\/revisions\/999982084"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/bizzi.vn\/en\/wp-json\/wp\/v2\/media\/999982085"}],"wp:attachment":[{"href":"https:\/\/bizzi.vn\/en\/wp-json\/wp\/v2\/media?parent=999963002"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/bizzi.vn\/en\/wp-json\/wp\/v2\/categories?post=999963002"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/bizzi.vn\/en\/wp-json\/wp\/v2\/tags?post=999963002"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}