Accounts Payable Automation Software

The vendor is required to provide accounts payable automation software for the installation, implementation, configuring, and support and maintenance of the software, including development of user acceptance testing per the county’s specifications; system integration with PeopleSoft, and connectivity to current resources such as accounts payable e-mail address on every purchase order, and a shared network drive.
- Provide production, test, and training environments delivered over the internet and on-site as needed.
- Software must be able to interface with PeopleSoft financials.
- Software solution will also provide the following functionalities:
•    Multi-format processing; including scanner and email. 
•    Centralized receipt of paper-based and electronic invoices. 
•    High speed scanning of paper-based invoices to create electronic images. 
•    Automated document attachment to county PeopleSoft voucher; split document into maximum of 5mb. 
•    Extraction of specific header (vendor name, invoice number, date, purchase order id, and contract id where applicable) and line-item(s) data from the image using OCR, ML, AI and other technological tools. 
•    Verification of data and electronic matching to information contained in county PeopleSoft. 
•    Reporting and analysis of processing performance and statistics of the automation solution. 
•    Control user access via a username and password combination. 
•    Notify submitters if an invoice image cannot be read or captured. 
•    Allow users to create custom fields and the fields are captured during recognition extraction 
•    Export reports to Microsoft excel and word, pdf, txt, and csv. 
•    User can pause and resume automated processes. 
•    Automation must not reduce speeds or system performance. 
•    An audit trail system maintains a complete, time-stamped audit trail for each invoice. 
•    Specific logging of transaction processing success or failure. 
•    User capability to query digitized invoices to resolve and re-submit rejected transactions with corresponding audit trail.
- Functional requirements
•    Invoice management – automate the processing of approximately 140,000 invoices per year. 
•    This automation includes OCR, ML, AI and other technological tools to digitize paper invoices and eliminate the need for manual entry.
•    Needs to be able to 3-way match the invoice to the purchase order and receipt number while verifying the supplier’s name. 
•    Automate the generation of PeopleSoft vouchers by mapping and populating extracted data into the designated PeopleSoft payables fields.
- Technical requirements
•    Software solutions should be a web-based platform. 
•    Solution must seamlessly integrate with PeopleSoft. 
•    Ability to accept documents via scan or email. 
•    Ability to convert universal documents to images and vice versa. 
•    Capable of image enhancements, auto orientation, blank page deletion, etc.
•    Capable of automatic form recognition with the ability to learn over time. 
•    Conditional routing based on events and conditions with ability to route send alerts via email. 
•    Ability to capture the date and time the invoice was received and display on the invoice or populate into the correct PeopleSoft field. 
•    Software must be compatible with windows 11 pcs and later versions. 
•    Comply with all network security requirements and certifications as determined by the county’s enterprise technology services division. 
•    Any access to the county’s network shall comply with the county access and security standards. 
•    Ability to comply with the county’s data retention policy. 
•    Ability to retrieve mass data from cloud storage using integration broker so we can pass data faster between the systems. 
•    System has single sign-on to a centralized user account created for use of multiple applications and multiple users by designated staff, simultaneously. 
•    System identifies strategic goals and coordinates prioritizing, planning, and executing functional plans to achieve the security goals. 
•    System can support policies and practices to ensure the privacy of sensitive customer, client, vendor, and employee information. 
•    System has a patch management program to update security patches. 
•    Ability to mask and can edit out sensitive data.