AP Badge #02: Paperless Invoice Processing-AP Badge #2 PowerPoint

AP Badge #2 PowerPoint

Pdf Summary

The document explains how school districts can move Accounts Payable to a fully paperless workflow. “Paperless” means the process is electronic from start to finish, with no paper copies or hard-copy signatures required. It distinguishes between “born digital” records, which are created electronically, and “imaging,” which means converting paper records into digital form.<br /><br />A key point is that vendor invoices and purchase orders are non-archival and may be destroyed after scanning, but only if Washington State Archives “scanning and tossing” requirements are met. These include using acceptable file formats, maintaining minimum image quality and resolution, keeping records for the required retention period, and protecting records from alteration or obsolescence.<br /><br />The paperless AP process begins with online requisitions and purchase orders, followed by online receiving, where items or services are approved electronically. Invoices may arrive by mail, email, vendor website, or data upload. Best practices include encouraging vendors to email invoices, using a general AP email address, scanning paper invoices to PDF or similar formats, naming files consistently, and storing them in folders or a digital archive. Systems should allow invoice images to be attached to AP transactions so staff, auditors, and others can drill down to the supporting documents.<br /><br />The presentation also covers paperless warrant processing, explaining that voucher covers are unnecessary in a digital environment and that blanket certification can be used. It notes that employee travel and expense claims and purchasing card transactions can also be handled electronically.<br /><br />To go paperless, districts should review software capabilities, hardware needs, scanner quality, retention rules, and workflow design. The overall goal is improved efficiency, better controls, easier access, and less paper storage.

Keywords

paperless accounts payable

school districts

vendor invoices

purchase orders

scanning and tossing

Washington State Archives

digital workflow

electronic records

invoice imaging

retention requirements