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Frequently Asked Questions

Below is a list of frequently asked questions and answers from Ash Conversions. These are updated on a regular basis.

Frequently Asked Questions on Accounts Payable Automation

  • How will my organization benefit from AP Automation?

    ACI’s AP Assistant is a comprehensive Accounts Payable Workflow Automation solution designed to replace manual AP processes and reduce costs through increased organizational efficiency. AP Assistant provides a complete end-to-end resource to meet all AP invoice processing needs and reduces AP invoice processing time by up to 17 days. Another great benefit of AP Automation is that the entire AP process can now be handled remotely.

  • Does AP Automation integrate with my accounting system?

    ACI’s AP Assistant interfaces with any accounting system that has the ability to import and export data files.

  • Does the AP Assistant solution automate all aspects of the invoice approval process?

    AP Assistant handles the entire invoice approval process – including image & data capture, data validation (including 3-way matching), invoice routing and approval. AP Assistant – will move your AP department closer to touchless invoice processing.

  • How does the approval process work with ACI’s AP automation solution?

    Client-defined business rules and workflow routes are established during system implementation. All PO and recurring invoices that meet the predefined criteria are automatically approved – and any unmatched invoices are workflow routed for exception handling. Each exception handled in AP Assistant adds to the intelligence of the system – increasing match rates for future transactions.

  • How will AP Automation improve my organization’s bottom line?

    AP Assistant Automated Invoice processing saves your organization money by significantly cutting expenses through increased efficiency. Duplicate invoice payments are a major financial drain facing many organizations and manual data entry is one of those tedious jobs that is almost impossible to perform without ever making a mistake – AP Assistant eliminates these costly errors. AP Assistant will also permit you to realize cost savings by taking advantage of early payment discounts and avoiding late payment fees.

Frequently Asked Questions on Accounts Receivable Automation

Frequently Asked Questions on Travel & Expense Automation

  • How will my organization benefit from an Online Expense Management Solution?

    Traditional approaches to managing expenses are paper-intensive and error prone. XR Assistant gives employees the flexibility to easily and quickly submit their expenses using any smart device while eliminating hardcopy filing, long delays, and policy compliance errors.

  • Will the XR Assistant enforce my company’s expense policy?

    Enforcing your company's expense policy is an essential part of expense management. XR Assistant provides automated real-time validation of all expense reports allowing your organization to control spending by automatically enforcing compliance with corporate policies.

  • Should an expense always have a receipt attached to it?

    Not all organizations require receipts to be attached to expenses. If corporate policy mandates attaching receipts for expenses greater than a certain dollar amount, the expenses should have a receipt attached to them in order to comply.

  • How do I upload my receipts?

    Uploading receipts to XR Assistant is quick and easy using any computer or smart device. Simply take a snapshot of your receipt and upload – or use the ‘drag & drop’ feature to quickly upload digital receipts into XR Assistant’s receipt inbox.

  • Can an employee submit expenses in multiple currencies?

    Yes - XR Assistant supports multiple currencies. An employee can select the appropriate currency from a pull-down menu for the expense being submitted - and it will be converted using current exchange rates - updated on a daily basis.

  • Can an employee submit each expense as it is incurred – or is it necessary to wait until month-end?

    An employee has the option of saving an open report until month-end. This gives them the ability to better manage their time and to add expense items at their convenience, increasing their productivity and efficiency. This eliminates the worry of losing receipts and the onerous task of having to create the expense report all at once.

Frequently Asked Questions on Digital Mailroom Automation

  • What is a digital mailroom and how does it work?

    A digital mailroom is a more efficient way of handling all incoming mail in both hardcopy and email formats. Hardcopy mail is digitally converted using document scanning and data capture processes for automated distribution, retrieval and/or additional processing. Incoming emails are monitored and processed to capture data and extract & convert attachments to predetermined formats for additional processing. Workflow Automation is used to route mail to end-users – using predefined business rules and workflow paths.

  • How does the automated processing of hardcopy mail work?

    A dedicated Post Office box is established for your organization and incoming mail is picked up on a daily basis for processing at ACI’s secure facility. All mail is prepared, scanned, indexed and workflow-routed to end-users for retrieval and/or additional processing.

  • How does the automated processing of email work?

    Dedicated email account(s) are established for each department and/or application to receive incoming email. Senders receive auto-replies confirming receipt – including any exception handling instructions where applicable. Incoming emails are monitored and processed to capture data and extract and convert attachments to predetermined formats for additional processing. Workflow Automation is used to route mail to end-users – using predefined business rules and workflow paths.

  • How will my organization benefit from a digital mailroom solution?

    Regardless of your organization’s size or industry – a digital mailroom solution will provide many benefits including support of the remote workplace environment.

    ACI’s Digital Mailroom Manager will permit your organization to:

    • Take advantage of corporate-wide workflow automation
    • Maintain corporate policy compliance
    • Increase employee productivity & efficiency
    • Improve customer service & communication
    • Reduce turnaround times
    • Increase document security & privacy
    • Reclaim valuable office space
    • Facilitate disaster recovery
    • Gain instant access to important documents

Frequently Asked Questions (General) at Ash Conversions

  • Is ACI HIPAA (Health Insurance Portability and Accountability Act) compliant?

    Yes, ACI is HIPAA compliant. HIPAA, which was enacted into law in 1996, addresses security and privacy of health information. The Privacy Rule establishes standards for the use and disclosure of Protected Health Information (PHI), information about health status, provision of health care, or payment for health.

  • What is SOX (Sarbanes-Oxley Act)?

    Also known as the Public Company Accounting Reform and Investor Protection Act of 2002, SOX, is a law that went into effect in 2002, following a series of high profile scandals in the business world. The legislation covers standards (such as audits, corporate governance, and internal control assessment) and requires enhanced financial reporting for all U.S. public companies to ensure transparency, helping to prevent or detect fraud, conspiracy, and/or destruction of evidence.

    By outsourcing with ACI and using our document storage and retrieval services, we: · Ensure only authorized individuals have access to your documents. · Streamline your business processes and provide for more transparency, where audit, internal controls and reporting requirements are key to your SOX compliance.

  • How does ACI ensure that regulatory compliance is followed?

    Our regulatory compliance program addresses all elements of information privacy, compliance, and covers information security, electronic communications policies and procedures, computer security, user guidelines, and security awareness. This includes requirements outlined by HIPAA in relation to PHI, GLBA, PCI, Sarbanes-Oxley, and other regulatory initiatives. Appropriate physical controls are in place to provide secure access to our facility and sensitive, controlled areas. Environmental controls for fire suppression, flood control, and HVAC are in place to protect critical systems and source data.

    ACI has always adhered to all federal standards and guidelines to ensure our customers’ confidentiality is strictly protected.

  • Do I need to prepare documents before sending them for scanning?

    No special preparation is necessary. We provide a full service solution including document preparation.
    ACI provides full document management services to meet our client’s needs.

  • How do I receive and view my converted digital documents?

    We can make document images available for retrieval on a secure web platform, or upload them by secure FTP for retrieval on a client’s internal platform. We also provide archival copies of scanned images and metadata on gold CD/DVD for offline retrieval and disaster recovery.
    At ACI the choice is yours … make use of our end-to-end solution or receive your documents securely and retrieve them using your image-enabled application.

  • In what format(s) can my scanned documents be provided?

    Documents can be scanned and provided in multiple formats including industry standard TIFF and PDF with or without text searchability.

    At ACI we can provide a multitude of formats based on customer requirements.

  • Why convert paper documents to electronic formats (imaging)?

    Currently, 95% of business information is held in paper format which is expensive to store and slow to access. Document conversion, electronic document creation and management address these issues by removing the requirement to store and handle hard copy documents. By eliminating the need to physically locate and retrieve paper files, staff members can use their time far more productively and effectively. Organizations can also save time and money by making documents accessible electronically rather than creating multiple copies of hard copy documents.
    ACI has converted millions of paper documents to electronic images; allowing our clients to benefit from solutions varying from simple retrieval to more complex document processing. Our retrieval solutions can be on our client’s in-house platform or securely hosted by ACI, allowing authorized end users online access from anywhere in the world.

  • I’ve heard about OCR and ICR, what are they?

    Optical Character Recognition (OCR) is a process whereby documents are scanned and the images are processed by software using powerful algorithms and artificial intelligence to convert the printed words into text that can be edited using any word processing software. Intelligent Character Recognition (ICR) uses similarly powerful software to convert handwriting into editable text.
    At ACI we employ software tools which we have customized to validate extracted data for increased accuracy.

  • Why should we outsource our document management projects to ACI?

    ACI specializes in all areas of digital document management and processing. We are very customer service oriented and respond quickly to our clients’ needs. See what some of our clients have to say about us on our Testimonial Page. By outsourcing to ACI our clients realize the benefits of document imaging without any labour costs, capital investment or maintenance costs. Most importantly our clients benefit from our expertise and faster turnaround.
    At ACI we provide quality services, quickly and cost-effectively with emphasis on accuracy and customer service.

  • What is data capture?

    Data Capture is the gathering of data from digital documents either by data entry or by Intelligent Data Capture (IDC) software. The captured data is typically used for indexing digital images and/or for document processing.
    At ACI we employ powerful IDC software and perform extensive quality assurance to ensure the accuracy of captured data.

  • What is document conversion?

    Document Conversion is the conversion of hardcopy documents or microfilm to a digital format. This is accomplished by digitally scanning the original medium.

    ACI employs multiple scanning devices such as document scanners, cheque scanners, microfilm scanners, etc. to meet our clients’ varied document capture/conversion requirements.