How Medius streamlines non-PO invoice processing with automatic cost distribution and full audit trail

Medius' solution offers automatic cost distribution and routing for non-PO invoices, with the first touch being the approver's approval. Users can access the application through multiple paths, including from a mobile device, and can make quick actions for approval. The tool enables coding and approval processes, data extraction, and workflow, with support for simple to complex coding and routing options. It also provides automatic population and presentation of coding, factors influencing coding methods, and full archive and audit trail for all communication.

Now due to Medius' automatic cost distribution and routing, most of the time when we look at a day in the life for end users interacting with the platform, the first touch on a non-PO invoice will be the approver to approve it.

We want to get the invoice to the right person, and we're able to analyze many different invoice data elements in order to make this happen successfully, Naming supplier defaults, invoice terms or pieces of information, store numbers or ZIP codes, service addresses, actual person's name on the invoice, just to spark your thoughts on possibilities for you.

When someone has an invoice needing their attention, they'll receive a email giving them a direct link to the invoice within Medius.

But we want to give users as many paths as possible to simply access the application and make quick actions for approval. So there are other options as well.

Users can access the solution from a mobile device for those employees who are constantly on the go, or we can enable approving invoices from emails directly, meaning the approver doesn't even need to access the application at all.

In this type of notification, they're able to review the relevant invoicing data in the document in order to make their approval decision.

Our customers find this option especially beneficial for higher level executives that don't need yet another application to access in their daily workload.

As an approver, though, clicking into that notification that I discussed, I'm brought directly to that invoice within Medius, and single sign on allows me access without actually needing to log in.

So now I have on my screen that non-PO invoice waiting for approval, and it's already been coded for me as I can see in the middle of my screen.

Hovering over the dimensions allow me to see the appropriate accounts.

And these values are coming from the ERP system, so you're not maintaining these in two places.

It's part of the integration, so when you update an account or dimension in the ERP, it flows into Medius.

When you add a project, again, it flows into Medius.

Now in my case, I have five available dimensions as part of my structure.

Yours might be different for your organization.

Now if indeed this is the coding that I wanna apply, all I do is click approve and move it on its way to the next step in the process.

This might be on to another approver, back to AP for posting, or just automatically posted to the ERP system.

With our data extraction and workflow built into the same tool, our customers especially benefit for how quickly automated coding and routing happens.

In my history tab, I have an audit trail showing this invoice was received, coded, and routed all automatically within two minutes of the invoice coming into the mailbox without needing any human intervention.

Similar to PO based invoices, Medius supports the most simple to most complex when we look at coding and routing options.

We can analyze the details of the invoice to separate charges or distribute to many different accounts.

In this example, we identified a delivery charge of thirty dollars allocated elsewhere, and the rest of the invoice is split between projects and catering.

So, again, as a user, I can review if I want.

Maybe I even preview previously coded invoices to ensure consistency from the supplier. Then simply clicking approve moves the invoice on.

In reality, there's a couple of things Medius is doing behind the scenes to help drive coding. In the prior examples, coding is automatically populated and presented, which can be populated in different ways or via various factors, such as machine learning from previous codings, or maybe something off of the invoice, such as a certain keyword or location, or a predefined coding template applied to this supplier in the background.

This makes it easy for Penny to just review and click approve. Aside from approving invoices, users might interact with the system in different ways.

Maybe I have the ability to update coding.

This could apply to approvers, oftentimes AP specialists. When I have this ability, Medius is providing coding accuracy support to ensure users are only coding to accounts that they have access to.

Then any other dimensions are filtered or required as necessary to meet your structure and security needs.

Moving to a next example, typically more so applicable in an AP type view.

I can see how I might interact with the system in different ways or take other actions applicable to me. Maybe, again, I research previous codings.

I can use predefined templates to allocate the lines across many different scenarios, or I can even post my coding lines from an Excel spreadsheet that I have maintained.

Now when I allocate my lines, Medius uses your approval hierarchy to ensure the correct person approves the allocation.

In the case of multiple, these users will get notified in parallel and be brought back to AP when everybody approves their lines, pointing out that individual users as well as role based are supported within the platform.

Furthermore, if I needed to communicate with users, I'm able to do so utilizing the comment section.

Posting general comments for this invoice, or mentioning other people so they can get notified and provide their input.

All communication then is kept along with this invoice as part of a full archive and audit trail.

The various ways Medius is able to support our clients and their coding and routing needs is vital for customers' success long term. The efficiency gains eliminating the manual coding, routing, and follow-up tasks allows AP teams to support significantly more invoices without adding head account.

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