01-11-2023 Council Packet - Laserfiche WebLink

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CONFIDENTIAL SOW – City of Little Canada – AP Automation Page 4 Statement of Work – AP Automation This Statement of Work (“SOW”) defines the professional services (“Services”) that OPG-3 will provide for the City of Little Canada (City of Little Canada) in conjunction with the AP Automation (“Project”). This SOW will be a part of a Professional Services Agreement between OPG-3 and City of Little Canada Project Scope and Objective City of Little Canada would like to streamline their accounts payable process by implementing an automated process using the templated AP Automation solution framework developed by OPG-3. Using a templated framework constrains the overall scope of the project to keep costs lower and speed implementation while allowing the system to be tailored to City of Little Canada’s needs. Based on discovery and analysis of the existing process, the proposed solution will include the core solution and additional modules as needed. The core components of the solution include: Automatic import of invoices from centralized mailbox and association with vendor through lookup to finance application Automatic import of Purchase Orders and lookup to finance application to retrieve metadata including vendor, PO details and status Invoice verification process where header data is confirmed/entered through a dynamic form and PO is associated and business rules (such as unique Invoice # by vendor) are applied Invoice coding process using a dynamic form with lookup and visual verification from finance application and business rules (such as restricting GL accounts by department, line items totals matching invoice totals, application of tax, etc.) are applied Invoice posting process through which the system generates a formatted .CSV file for import into finance application to create records for all invoices approved through the process Automated process to lookup payment information from finance application to apply to invoices and move them to their final location where retention is applied, and they’re linked to other purchasing documents Additional modules include: City of Little Canada Purchase Order creation and approval Laserfiche Forms based process to create purchase orders and submit for approval Review and approval process for Purchase Orders based on City of Little Canada’s business rules Management of Purchase Orders through the AP process including closing POs, keeping POs open (blanket PO) and paying POs short as necessary Linking PO to Invoice in Laserfiche repository Receipt capture and linking Use of dynamic fields to quickly capture receipts and associate with vendor Ability to link receipts to invoices during the Invoice Verification step of the process Linking of receipts to invoices to provide 3-way matching