FAQ: KwikPayables Accelerate for Dynamics GP

KwikPayables Accelerate for Dynamics GP is a cloud-based accounts payable automation solution designed with invoice workflows based on industry standards and best practices to provide a completely digital AP process from invoice capture to payment processing.

If you’ve ever had a question about how KwikPayables Accelerate can work for your business, you’ve come to the right place! Check out the collection of frequently asked questions below to learn more about KwikPayables Accelerate.

 

Invoice Workflow Questions

 

 Can invoices have multiple approvals?

Yes, KwikPayables Accelerate for GP allows multiple invoice approvers in tiers of approval or with approver groups. Approval workflow is configured based on your process requirements.

Can invoice approvers be defaulted by vendor or GL Account segment?

Invoice approval routing with KwikPayables Accelerate can be configured based on multiple criteria. We will work with each client to determine the best options for their invoice process automation.

Can the invoice approver be set as a default based on specific invoice data or amount?

Invoice approval routing can be configured based on multiple criteria and our services team will recommend best practices during implementation. The most common automatic default routing is based on dollar amount, when approval thresholds are in place for certain levels in the organization.

Who is able to code invoices in the process?

The KwikPayables Accelerate workflow process is configured to meet your requirements for indexing, coding, review and approval. While it is common for the AP team to manage the GL coding, approvers can be set up to edit, add or redistribute amounts across GL codes. Many AP teams also prefer to conduct a final GL coding review, especially if approvers can edit the codes.

Can KwikPayables Accelerate remember codes for a vendor & account number, so last month’s GL codes display?

KwikPayables Accelerate has a real-time connection to GP, and GL defaults on your Vendor Card will automatically display. In addition, the option to have the most recently used GL Codes for a specific vendor is on the roadmap.

As each person adds workflow comments, does it append with a date/timestamp? or is it just paragraph format – e.g. how do you know who wrote what comment?

As invoices are routed through the KwikPayables Accelerate workflow, any approver comments are noted with a date/time stamp and user who made them at each step in the process.

Does the email functionality (for approval or rejection of invoices) work outside of Outlook?

Yes, as long as the email client can accept standard HTML template email messages.

Can AP batches be processed by date?

As KwikPayables Accelerate sends approved invoices to GP, the user selects which batch to use and has the option to create a new GP batch, so that payables and purchasing transactions are created into your desired batch.

 

ktIQ – Intelligent Data Extraction for Invoices

 

How does ktIQ work with KwikPayables Accelerate?

ktIQ is the intelligent data extraction module that integrates with KwikPayables Accelerate. In addition to reading key data on the invoice, ktIQ connects with GP in real time to populate additional invoice fields. The result is that the indexing step is done automatically, which practically eliminates invoice data entry for AP staff. It also increases the data accuracy, because ktIQ uses both artificial intelligence (AI) and GP data to validate the invoice information. In short, ktIQ accelerates the invoice indexing step with great accuracy so the invoice can quickly be routed for review and approval.

ktIQ seems great for high volume invoices, but what about small companies with less volume?

Unlike traditional OCR systems that require extensive setup, vendor templates and confidence training of character recognition, ktIQ is built using AI models and can be configured very quickly and affordably. ktIQ is a cloud-based service module designed specifically to work with KwikPayables Accelerate and integrates directly with your invoice workflows and GP system. As a result, any enhancements to the ktIQ module can be applied automatically.

How long does it take to set up ktIQ?

KwikPayables Accelerate includes ktIQ and will be configured at the time of implementation. If adding ktIQ to an existing KwikPayables system, it can be added in just a few weeks, or less, with the availability of the right members of the project team.

 

 

Payment Batch Approval and Payment Processing

 

Can I see payment batch data in KwikPayables Accelerate?

Yes, in both pre-posting payment batch approval and once payments are issued. Payment approvers will have the ability to review payment batches before they are posted and paid, with the supporting invoice data. Once payments are issued, the payment date, type, and status are also visible in KwikPayables Accelerate.

Does KwikPayables Accelerate actually issue vendor payments

Yes, as an optional feature, payments can be issued in the most optimal method for your vendors, including electronic formats or checks. If you choose to add the payment processing service, the relevant payment data will also be visible in KwikPayables Accelerate.

 

What are my options as a current KwikPayables for GP on premises customer?

If we already have KwikPayables for GP, can we add ktIQ?

Absolutely. It is quick, easy and affordable to add ktIQ to your KwikPayables for GP solution.

Can KwikTag host in the cloud so our IT team doesn’t have to manage it?

Yes. KwikPayables Accelerate is a cloud-based solution. Your KwikPayables Accelerate environment, infrastructure, software updates, backups and security are all managed by the KwikTag team in the KwikTag Cloud.

However, if you have KwikPayables for GP on premises today and are considering a move to the cloud, contact your account executive to discuss the right upgrade or migration path for your business.

 

System Communication and Integrations

 

How is KwikPayables Accelerate communicating with our GP instance?

KwikPayables Accelerate utilizes a combination of Microsoft Dynamics GP eConnect as well as direct SQL calls to maintain a real-time connection with Dynamics GP.

Does KwikPayables Accelerate work with Binary Stream Multi-Entity Management (MEM)?

Yes, KwikPayables Accelerate has a purpose-built seamless integration with Binary Stream MEM so that GL account codes can be entered at the index step based on entity and department. Invoice approvers can have access to edit or approve the GL codes, including MEM, and they will flow through to transaction creation in GP.

 

 

Data and User Access

 

Can data be exported to a report for auditors?

Any data that is stored in KwikPayables Accelerate can be exported, reported on or made available in search results for auditors, or other reference purposes. KwikPayables also offers an “auditor license” that provides view-only access for a temporary period when you need access during audits.

What is the long-term retention of invoices?

KwikPayables Accelerate is deployed as a cloud solution and will honor the clients’ retention and archive requirements.

Do all of my users have the same kind of access in KwikPayables Accelerate? Is there a way to restrict/specify user access?

KwikPayables Accelerate supports multiple actions but all users are the same type. Access to certain invoices and related documents can be restricted by user.

 

Implementation and Product Support

 

How long is implementation for KwikPayables Accelerate?

KwikPayables Accelerate can be implemented in as little as a few weeks or can take a couple of months. The factors include the availability of the customer implementation team, testing cycles and workflow updates that may be required throughout the process. Our Professional Services team will assign a dedicated project manager who is responsible for managing the entire implementation to ensure successful completion, including change management and team training.

How is product support handled?

KwikTag Support is included in the Support and Maintenance agreement for perpetual licensing as well as in KwikTag SaaS and Subscription agreements. Support is available by phone, email and online at www.kwiktag.com/support. Standard Support hours are 6:00AM-6:00PM (AZ) Monday through Friday. KwikTag Support is in Tempe, Arizona.

 

 

We hope you found this list helpful. If your question wasn’t answered here, or you’d like to schedule a discussion about how KwikPayables Accelerate can work for your company, complete the form at the bottom of this page.