Staria FlowAP - Inbound Invoicing for NetSuite

FlowAP for automated inbound invoicing management

Staria's FlowAP solution automates the posting of incoming electronic documents that are sent by e-invoicing operator/scanning services directly to NetSuite; it has an in-built Bill-to-PO matching mechanism; offers flexible approval flows and FlowAP Portal - a user-friendly and low-cost interface for handling bills.

Key Benefits

• No need to maintain additional systems for AP management - all features are available within NetSuite
• No manual bill entry
• Flexible bill posting rules
• Easily configurable approval process for all purchase transactions, to handle various approval scenarios
• Low-cost FlowAP portal for approval/postings
• AP accruals for an easy month-end closure process

Features

• Automated bill posting including new vendor record creation
• Easily configurable Approval Matrix
• FlowAP Portal for approvals/ postings
• Bill to PO/Bill to Item Receipt matching mechanism
• AP Accruals

Automated bill posting

Bills arrive directly in NetSuite from your e-invoicing operator/scanning services company and are posted using a set of rules that can be defined in FlowAP Subsidiary Setup.

Approval Matrix

Different approval flows can be defined using the following conditions:

• Stand-alone bill or bill lined to PO?
• Bill against stock PO or non-stock PO?
• Is stock PO already received?
• Are the discrepancies (in terms of price/quantity) within the defined tolerance limits?
• Based on different amount ranges an 

Approver can be:

• Purchase Requester defined on PO/Bill
• Defined on Vendor record
• Defined on related Project record
• Defined by line-level department/class (support for multiple approvers by classification at any given approval level)
• Can be grouped by saved searches
• Can be assigned personal approval limits
• Can receive scheduled or one-time reminder emails

INFlow Portal

FlowAP Portal enables users to perform the following actions:

• View posted bills that are pending their approval along with the PDF image
• Set/change line-level project/account/tax code /department/class values
• Perform the bill line splitting by amount or percentage, if there is a need to attribute the expense to more cost centers
• Set the bill on Approval Hold so it is flagged for investigation and not sent for further approval

Bill to PO or Bill to Item Receipt matching

• Matching of quantity/price/item codes
• Definition of quantity/price discrepancy tolerance limits at Item/Vendor level
• Bill matching against PO for service items/against Item Receipt for stock items
• Keeping Bill in Pending Goods state if goods not yet received; automatic approval process trigger once the goods received

AP Accruals

During the monthly closure, user can run AP accruals to automatically post expenses of pending approval bills into the GL, so your P&L is accurate.
The posted journal is automatically reversed the next accounting period.