Accounts Payable pilots paperless vendor invoicing

Accounts Payable is piloting a new paperless process for routing vendor invoices. The new process aims to reduce paperwork and speed up payment. Quicker processing will help decrease staff costs and allow the City to better take advantage of vendor discounts for prompt payments.

Invoices in the pilot program will now go directly from vendors into the City’s document imaging system (ECMS). City departments that pay vendors in the pilot for a product or service will then see the invoice for review and approval by email instead of inter-office mail. Departments can then simply reply by email to continue the payment process.

The vendors in the pilot program have the option of submitting their invoices to Accounts Payable via email or U.S. mail. Hard-copy invoices are scanned into the system and available for review within 24 hours of receipt.

This pilot will help the City determine the best way to streamline the paperless vendor invoicing process before it is rolled out to more vendors. The pilot program, which runs through April, involves only a select number of vendors*.  Contact Rich Perrizo, Accounts Payable manager, at 673-2311 for a list of the vendors and to learn more about the paperless invoice routing process.

* Please note: The payment process will remain unchanged at this time for invoices that are delivered with the product as well as invoices for:

·         Single pay vouchers.

·         Petty cash reimbursement.

·         Minneapolis Park and Recreation Board contracts.

·         Most utility payments.

Published Apr 15, 2014