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

AP Badge #2 - PowerPoint

Pdf Summary

This WASBO “Badge #2: Paperless Invoice Processing” curriculum explains how school district accounts payable can move to fully electronic (“paperless”) processing from purchase requisitions through warrant certification. Paperless means transactions are created, approved, executed, and stored digitally with no printed copies or hard-copy signatures. It distinguishes “born digital” records (created and kept electronically) from digitization/imaging (scanning paper into digital form), noting that scanning does not automatically authorize destruction of originals under WAC 434-663-600.<br /><br />The document outlines Washington State “scanning and tossing” rules: only non-archival records (including invoices and purchase orders) may be destroyed after imaging if requirements are met—acceptable formats (PDF/PDF-A/JPEG/TIFF), retention of six years or fewer, minimum scan quality (at least 200 dpi, including color), strong quality control for legibility, documented procedures, retention compliance for digital records, and protections against alteration/deletion and technology obsolescence.<br /><br />Implementation guidance starts at the beginning of the purchasing cycle: online requisitions, approvals, and purchase orders emailed to vendors, with all supporting documents scanned and attached in the financial system (avoiding printing). Receiving should also be done online for goods and services, enabling Accounts Payable to perform a paperless three-way match (purchase order + receiving + invoice image) and eliminating packing slips and paper filing. Notes previously captured on “sticky notes” should be entered into software note fields.<br /><br />For invoices, districts are encouraged to increase electronic receipt via a dedicated AP email address and to scan and toss mailed invoices. Recommended practices include standard file formats, naming conventions, folder workflows (e.g., “Invoices Emailed,” “Ready to Pay,” “Paid”), secondary verification, and retention batching. Required tools include scanners, dual monitors, and fiscal software that supports image attachments (or a separate digital archive).<br /><br />The curriculum also covers paperless warrant certification (favoring blanket certification in a paperless environment), paperless employee travel/expense claims (born-digital modules with attached receipts and EFT payments), and purchasing card workflows with online approvals and transaction uploads. It concludes with planning checklists, technology needs assessment, and references to WASBO and Washington State Archives resources.

Keywords

paperless invoice processing

accounts payable automation

electronic records management

three-way match (PO receiving invoice)

scanning and tossing rules

WAC 434-663-600 compliance

PDF/A imaging standards

digital retention schedules

warrant certification paperless

AP email invoice workflow