Kofax SupplierExpress - Manual (Page 44)

Recruiting Suppliers
44 SupplierExpress Administrator's Guide
Contact with AR Teams
Your suppliers’ Accounts Receivable (AR) teams have one objective—to receive accurate,
on-time payment from buyers. They will be better able to achieve that goal when they use
SupplierExpress to submit and track invoices electronically.
▪ Each invoice that bypasses the mail room saves the supplier the cost of postage.
▪ Non-PO Invoice submission can save up to $2
▪ PO Invoice submission can save up to $5
▪ Immediate confirmation from SupplierExpress lets the supplier know that your
organization received the invoice.
▪ Once in SupplierExpress, the supplier has visibility into the status of in-process
invoices and invoice payments.
▪ With Non-PO Invoice submission, the supplier can expedite Non-PO Invoice
processing by selecting the initial approver.
▪ With PO Invoice submission, the supplier can move invoices to payment-ready status
immediately.
Customer Service Inquiries
When receiving a supplier phone or e-mail inquiry, have your AP employees ask if the
supplier was invited to register, or if the supplier is already registered in SupplierExpress.
▪ If registered, redirect the supplier to the SupplierExpress URL for information about
the status of their invoices.
▪ If not yet registered, describe SupplierExpress, ask for the supplier's email address,
and send the supplier an invitation through SupplierExpress. The AP employee
should recommend that the supplier use SupplierExpress for future inquiries and
invoice submission.
Dispute Resolution through Messaging
Whenever possible, handle disputes through the SupplierExpress messaging feature, which
creates an audit trail of the discussion that both you and your supplier can track.
Also, establish guidelines around how your team responds through the messaging feature.
Your response impacts how successful you are in keeping your suppliers interested in using
SupplierExpress.
▪ Have your AP staff check for SupplierExpress messages with the same frequency as
email or voice messages from suppliers.
▪ Assign top priority to messages received through SupplierExpress.
▪ Immediately acknowledge the receipt of a message. The response does not need to
contain the resolution, but should notify the supplier that you received their request.
Tell them when they can expect a subsequent response or resolution.
▪ Frequently, and in a timely manner, send the supplier progress reports, as well as
resolutions.
▪ Have your AP employees establish and commit to an internal response time for
supplier inquiries (for example, an employee will respond to a supplier message
within 24 hours).
Account Maintenance
SupplierExpress allows suppliers to perform self-service maintenance on SupplierExpress
account information. This maintenance includes registration, password changes and
recommendations for alternate users.