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

Video Transcription

Video Summary

The presentation explains how school districts can move accounts payable to a fully paperless, end-to-end process—from purchase requisitions through warrant certification—without generating or keeping paper, while still meeting state retention, audit access, and regulatory requirements. It distinguishes “born digital” records (created and kept digitally) from digitized/imaged records (paper converted to digital). Scanning does not automatically authorize destroying originals; districts must follow Washington “scanning and tossing” rules: records must be non-archivable (e.g., invoices and purchase orders), have short-term retention (generally six years or less), be stored in approved formats (PDF/JPEG/TIFF), meet quality/density standards, include documented procedures and controls, prevent alteration, and address technology obsolescence.<br /><br />Practical steps include implementing online requisitions/approvals, emailing purchase orders, attaching supporting documents in the financial system, and adopting online receiving (including “flipped” service/open POs) to eliminate packing slips. For invoices, districts should encourage email delivery via a generic AP email address, apply consistent file naming and verification, scan/mail invoices then destroy paper after confirming image quality, and attach images to transactions in systems like Skyward, Business Plus, or Infinite Visions (often using dual monitors). Voucher cover sheets can be eliminated using blanket certification language. The session also covers paperless travel/expense claims, purchasing cards, and EFT payments, urging districts to assess software, hardware, and learn from peers.

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