Accounts Payable Automation

On Monday 29th April 2019, the University went live with Kofax, a tool which enables the University to automate the processing of supplier invoices and facilitate online Reimbursement and Other Payments requests.

How does it work?

Reimbursements & Other Payments

• Reimbursement and Other Payment forms are now submitted online through Kofax (corporate credit card holders still submit reimbursements through Fraedom)
• Forms can be accessed directly from Kofax (click on the gold Kofax button on the Finance homepage) or under Forms > Accounts Payable
• Forms will be workflowed to an Approver through Kofax replacing the signature on the old paper form
• Compliance checks will be completed by Procurement Services prior to being authorised.
• The status and payment date of requests can be tracked in the system.

Automating supplier invoices

Kofax workflows supplier invoices that don't have a Purchase Order (PO), or where there is a variance between the PO and the invoice.  It does not replace the University's Finance System.

• Invoices must be sent to invoices@adelaide.edu.au
• Kofax automatically reads and captures information from the invoice
• Any coding or wording in the body of the email will not be captured 
• Invoices relating to a PO will be matched in Kofax, fully matched invoices will be scheduled for payment in the Finance System  
• Invoices with no PO, or where there is a PO variance, will be workflowed in Kofax to a Business Reviewer to be reviewed and coded
• Once coded, it will be workflowed to a financial Approver
• Once approved, it will be scheduled for payment in the Finance System.

Training Resources

Refer to Online Resources and FAQs.