Using an agency wide 2020-21 biennial budget of $5.8 billion in state and federal funds, the Texas Department of Public Safety Finance Division provides budget, accounting, cash receiving, expenditure, and payroll services to the agency and its stakeholders. Austin is the core for the finance department for processing payable invoices across the expansive state of Texas with 254 counties from reviewing, keeping track of statuses for each invoice, and payments agency purchases.
Over 5,500 vendors that have completed business with TXDPS were identified, therefore it was extremely challenging to keep up with invoice status and payments. Like any large organization, it relies heavily on technology to help it perform its important tasks.
TXDPS Finance Department Business Challenges
The Finance Department at TXDPS decided to replace their existing payable invoice tracking systems with a single sourced document management system. They relied on a combination of paper, Microsoft SharePoint, and Microsoft Outlook to process payable invoices and manually track the status of each payable invoice. TXDPS processes approximately 2,500 invoices per month. Many invoices were missed or deleted and ultimately cost TXDPS thousands of dollars monthly in interest per the Texas Prompt Payment Law. The Accounts Payable team spent a great deal of time manually entering invoice data, processing the invoices and each payor had a disparate process for completing the review and approval of each vendor invoice. As if their manual process wasn’t challenging enough, constant turnover was another factor that lead to the ultimate chaos of tracking the status of each invoice as well. Ultimately, there was no accurate method to consistently track: invoice status, accuracy, outstanding invoices, and number of invoices processed by each AP Payor.
This unstructured process was difficult to maintain, time-consuming and tedious. Searching for vendor invoices and associated correspondence was difficult and time consuming to find to answer questions about status of payments.
Finance Department Business Needs
To optimize productivity, Texas Department of Public Safety and Document Logistix experts worked together to review business processes involving purchasing and Texas CPA CAPPS system.
Document Logistix Solution for Finance ITS
Document Logistix provided a cloud-based Invoice Tracking Solution in Microsoft Azure Government that is CJIS compliant using our Document Logistix DM5 Web Content Management (ECM) services. This now allows vendors to submit invoices digitally to one invoice email box and the invoices are automatically routed to our Batch Capture product to ingest invoice payables, as well as paper documents and route the invoices to a centralized location to be assigned to individual AP Payor team members to be processed for payment. Based on TXDPS business processes, if there are any disputes or additional information required for an invoice the AP Payor can workflow the invoice to the appropriate status and track each vendor invoice assigned. Through dashboard reporting, management can view a summary or important details, such as: invoice payment status, or invoices over a certain dollar amount. This new ITS process for the Finance Department has improved the following:
The Document Logistix invoice tracking solution successfully fulfills current needs, provides tremendous help with automating current business processes, robust, stable and reliable system that supports the department's increasingly number of vendors and invoices processed at TXDPS. Document Manager was the clear choice to help improve the ITS business process and functionality or scalability. With approximately 200 TXDPS users, the finance department will open up the ITS solution to over 5,500 vendors to self-verify invoice status and allow the Finance staff to focus on getting vendors paid.