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

Video Transcription

Video Summary

The video explains how school district accounts payable can become fully paperless from start to finish. It defines “born digital” as records created electronically and kept digital throughout, versus “imaging,” which is scanning a paper document into digital form. It also reviews Washington’s scanning-and-tossing rules: records must be non-archivable, kept for six years or fewer, stored in acceptable formats like PDF/JPEG/TIFF, and scanned at sufficient quality.  <br /><br />The presentation walks through paperless purchasing, receiving, invoicing, warrant certification, travel claims, and purchasing cards. It recommends online requisition and approval workflows, email delivery of purchase orders to vendors, online receiving, and scanning invoice images with clear naming conventions and retention procedures. It also explains that hard-copy invoices can be destroyed after a legible image is verified, while invoices and other supporting documents must still meet retention and audit requirements.  <br /><br />For warrant processing, it notes that individual voucher covers are not required if blanket certification language is used correctly. The session closes with practical advice on hardware and software needs, such as scanners, second monitors, and systems that support attachments and online approvals, plus encouragement to adopt paperless processes strategically across the district.

Keywords

paperless accounts payable

end-to-end AP workflow

school district finance

Washington scanning and tossing rules

digital records retention and audit compliance

invoice imaging and attachment in ERP

online requisitions approvals and receiving

EFT payments and purchasing cards

school district

born digital

imaging

Washington records retention

invoice scanning

warrant certification

online approval workflows