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The Benefits of Automated GL Coding
GL Coding is a critical component of the accounts payable process, involving the assignment of General Ledger (GL) codes to transactions. The General Ledger serves as the comprehensive record of all financial activities within a company. By assigning specific codes to transactions, GL coding facilitates proper categorisation for accounting and reporting purposes, ensuring accurate financial analysis and reporting.

This meticulous coding process is essential for maintaining financial records and analysis accuracy. With DocuWare, this task is seamlessly automated, eliminating the need for manual intervention and ensuring precision in the GL coding process.

At Docuworx, our expertise lies in implementing the DocuWare platform, a robust Document Management System equipped with intelligent workflows. This solution empowers businesses to streamline their accounts processes, including GL coding, through automation. DocuWare ensures security, compliance, and hassle-free support, providing peace of mind for our clients.

This functionality offers businesses many advantages, including faster processes, heightened efficiency, and increased productivity. By eliminating manual data entry, which is prone to errors and wasted time, our solution enables companies to operate seamlessly while significantly reducing costs.

With DocuWare, manually assigning and cross-referencing codes and transactions has become a thing of the past. Automated invoice processing liberates employees from the burden of tedious administration, allowing them to allocate their time to more impactful and meaningful tasks. This automation enhances productivity and improves employee satisfaction by enabling them to focus on tasks that utilise their skills and expertise to the fullest.

The primary objective for most accounts payable teams is to minimise manual intervention from the moment an invoice enters the shared finance email inbox. DocuWare’s automated GL coding substantially transforms your accounts payable process, reducing errors and heightening efficiency. This transformation is especially evident in the seamless assignment of approvals and the smooth integration of invoice data into your finance package.

By leveraging DocuWare capabilities, organisations can achieve greater accuracy, faster processing times, and improved workflow management within their accounts payable operations.

Given the significance of automating processes, particularly those involving financial data and transactions, it’s crucial to adhere to best practices to maximise the benefits of the DocuWare System. It’s essential to ensure that your chart of accounts is meticulously defined and organised, encompassing all pertinent account codes for suppliers, diverse expense categories, departments, and projects.

By establishing well-organised foundations, you can expedite the implementation of GL coding automation and accelerate process workflows effectively. This approach enhances the efficiency of your operations and ensures accuracy and reliability in financial management.

In addition, DocuWare seamlessly integrates with a wide range of accounting software, ensuring effortless compatibility with platforms like XERO, MYOB, QuickBooks, and more extensive ERP systems such as SAP, Oracle, or Sage.

We highly recommend integrating DocuWare with your chosen accounting software whenever feasible. This integration facilitates the synchronisation of document data with your financial system, significantly reducing the need for manual data entry. By automating this process, organisations can enhance accuracy, streamline workflows, and save valuable time for more strategic tasks.

With DocuWare, capturing, indexing, and centralising all incoming invoices and related documents is streamlined into a digital format. Using advanced data capture technology and artificial intelligence, DocuWare automatically extracts critical data from invoices, eliminating the need for manual and paper-based processes while establishing a centralised repository that links all associated documents for transparency and easy access.

Through Optical Character Recognition (OCR), DocuWare can accurately read and interpret data from scanned and digital documents, significantly reducing manual data entry and mitigating errors. This automated approach enhances efficiency and accuracy in invoice processing, ultimately leading to streamlined workflows and improved productivity.

Within DocuWare, your accounts payable team can establish rules and automate workflows to facilitate GL coding based on predefined criteria. By implementing these rules, you can standardise and expedite the GL coding process, ensuring consistency and accuracy across your financial transactions. This automation reduces the workload on your AP team and enhances efficiency and precision in your accounting processes.

By implementing a streamlined approval workflow within DocuWare, invoices are automatically routed to the designated individuals based on predefined business rules for thorough review and approval before payment processing. This automation significantly expedites the approval process, eliminating the risk of documents being overlooked on a desk or left stagnant in an inbox awaiting review.

DocuWare further enhances efficiency by sending out approval reminders to the respective individuals. In the event of a non-response within a specified timeframe, the system automatically escalates the approval process by forwarding the document to the next approver in the workflow. This proactive approach ensures timely processing while maintaining accountability and compliance within your accounts payable operations.

Utilising DocuWare features like visual stamps, which incorporate detailed information such as the named user, department, dates, and timestamps, is crucial for businesses aiming to maintain robust audit trails for compliance purposes. These visual stamps enhance accountability and transparency and ensure adherence to financial compliance standards throughout the GL coding process.

By seamlessly integrating this functionality, organisations can confidently navigate audits, track changes, and uphold regulatory requirements, bolstering the integrity and reliability of their financial operations.

At Docuworx, our approach begins with a thorough analysis of your existing finance processes to identify opportunities for improvement before implementing DocuWare. This approach ensures that our solution delivers tangible value to your organisation. Moreover, we provide comprehensive training sessions to equip your staff with the necessary skills to utilise DocuWare for GL coding processes effectively.

With DocuWare, you can access dynamic reporting dashboards that aggregate the latest analytical data from across your organisation. By consolidating information from diverse platforms, DocuWare offers transparency and empowers users to visually identify trends or bottlenecks effortlessly.

Organisations can swiftly assess the status of transactions, track outstanding approvals, or monitor any other parameters. This real-time visibility enables informed decision-making and facilitates proactive management of financial processes, ultimately driving efficiency and enhancing overall performance.

Our training programs instil confidence in your team regarding the system’s functionalities, ensuring they understand how automation is applied and can quickly identify any exceptions. By empowering your employees with the knowledge and tools they need, we facilitate a smooth transition to the new system and maximise the benefits of DocuWare integration for your business.

At Docuworx, we prioritise keeping our clients informed about DocuWare software updates and conducting essential maintenance tasks to guarantee optimal performance and document security. Additionally, we recommend keeping integrated systems up-to-date to ensure seamless functionality.

By adhering to these practices, your team can fully harness the benefits of automated GL coding with DocuWare, resulting in heightened accuracy, efficiency, and overall improvement in your accounts payable processes.

Reach out to our experienced team today to begin experiencing the transformative benefits of automating your Accounts Processes.

Author: Carlos Lucia
Experienced Director with a demonstrated history of working in the document management industry. Skilled in sales, business development, document management solutions, marketing strategy, and building new business. Strong background in business finance and passionate about facilitating companies' digital transformations. Co-founder and Director of Docuworx, an Australian company that facilitates the digital transformations of businesses and organisations across Asia-Pacific.