With consistency in the development of technology that is now adapted by every industry across the globe, there is excessive demand forand services that will make the functioning of an organisation remarkable, and more importantly, easier. Analysing the efficient functioning of an organisation comes out-rightly from the understanding of profit and wealth maximization, and how efficient the route to that is. Therefore, adapting sufficient and adapt to the right kind of technology for the same is what a good business will need to run.
One of the most crucial forms of information technology that was developed is that of automation, and its need for making simple operating, financing and investing operations of a business simpler. As against manual labour that is prone to human errors, there is a constant fight to make sure that human resources can be maintained, and are willing and able to adapt to automation. Automation is considered when the business has to perform its basic duties like investments, paying off debts, creating profits and maximizing wealth. The very rudimentary fact about automation is how it starts from simple market formation and then leads on to buying and selling. This will then lead to how automation is applicable to various departments of the firm, and mainly the finance and accounting department. More emphasis is put onto this department because of its technicality and the need to generate incorrigible reports that the auditors are pleased with, and helps investors invest in them.
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In addition to that, thehas lately focused a lot on the notion of accounts payable. Accounts payable refers to a situation where the company owes money to its creditors, and this appears in the books of accounts as a liability, long or short term. Considering this, the information that needs to be dealt with here, becomes prone to human error. Therefore, an accounts payable automation would be a self-sufficient system of automation wherein the system would perform all functions and transactions on its own, and avoid any kind of errors, since this is a technologically operated system. Furthermore, the fact does not lie in using the automation software, but in ‘why’ there is a need for this type of technology to exist in the business.
Firstly, there are invoices that have to be collected from the creditors, and this is important because the purchase number that the organisation has, has to match up with the order number. The first step basically includes achieving that. Secondly, as the order number matches and the purchase number uploaded onto the system, the payment takes place. Thirdly, the task of maintaining invoices is tedious, and there are various softwares that can help one maintain that. For example, there are softwares that can scan paper bills, some that will maintain emailed invoices and so on.
The last step is basically understanding how the processing of these items is achieved. With the integration of different softwares like ERP and other such tools, a software that takes up all the information about the company’s invoices, matches it with each other and tries to relate it to the purchase orders and once everything is paid off, there are the other ‘account payables’ that have to be maintained. As the payment is done, these invoices are directly automated to theseautomation softwares, and the process comes back to matching invoices and payment methods.
An accounts payable automation system has the simplest job of matching the company’s invoices to their purchase orders. The system is complete once all purchases are made and the debts paid off.