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04-01-2024 Council Work Session Packet
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04-01-2024 Council Work Session Packet
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4/5/2024 1:20:49 PM
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4/3/2024 3:32:23 PM
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City Council
Council Document Type
Council Packet
Meeting Date
04/01/2024
Council Meeting Type
Work Session Regular
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2 <br /> <br />BS&A Software <br />BS&A performed remote demos of their Financial Management, Personnel Management, and <br />Community Development modules. Staff was impressed with the user friendly interface and <br />dashboards, built in workflows, and integration with Laserfiche. Each process that would be <br />performed in BS&A would look entirely different than it does today with Springbrook. The <br />ability to use the software to electronically share, approve, process, and store information will <br />contribute to efficiencies in every city department. For example, invoice processing would <br />drastically change with BS&A: <br /> <br />Invoice Processing – Current Procedure with Springbrook <br />1. Invoices are received in many different places (mailed to different city buildings and <br />received by many staff through email) <br />2. Those paper invoices need to be routed to the correct department <br />3. The purchaser manually writes the GL code and description on the invoice <br />4. The paper invoice is routed to the department director for signature <br />5. The paper invoice must be turned in at City Hall for processing <br />6. The Accounts Payable Clerk data enters all of the invoice information into Springbrook <br />including the GL code and description <br />7. The Finance Director reviews the tentative check listing printed out from Springbrook to <br />each paper invoice <br />8. Once the invoice batch is finalized and checks are processed, the Office Specialist scans <br />each invoice into Laserfiche for official data retention <br /> <br />Invoice Processing – New Procedure with BS&A <br />1. Invoices would be received in a central location (either at City Hall Attn: Finance <br />Department or through the accounts payable email address managed by Finance) <br />2. The Accounts Payable Clerk scans in paper invoices or uploads electronic invoices into <br />BS&A and electronically routes them to the appropriate department <br />3. The purchaser is notified that they have an invoice to approve. They view the invoice <br />electronically through BS&A and enter a GL code and description. <br />4. The department director is notified that they have an invoice to approve. They view the <br />invoice, GL Code, and description electronically through BS&A. <br />5. The Finance Director can review and approve invoices once the department director has <br />finished approval <br />6. The Accounts Payable Clerk can process checks <br />7. Since BS&A would be integrated with Laserfiche the scanned invoice is already stored in <br />Laserfiche for official data retention <br /> <br />The ability to realize efficiencies with BS&A functionality can be outlined for every process: <br />• Bank Reconciliation <br />10
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