Web-based Access to Invoices, Expense Reports, and Journal Entries

ASPEN 360 AP-Virtual File Edition (AP-VFE) provides you with a comprehensive solution for filing and retrieving your invoices, expense reports, and journal entries.

Flexible Search and Retrieval Capabilities
You can utilize AP-VFE's robust search functionality to immediately find your invoices, expense reports, and journal entries. Search criteria can be entered into one or more customized fields. You can also conduct wild card searches to find all matches related to a character string. Searches are completed instantly and results are displayed in a Hit List window. You then can view, edit, or QC documents through this powerful interface.

Sample screenshot of AP-VFE search fields. All fields are customized based on your requirements. Click image to enlarge.

Enhanced Image Management

AP-VFE provides you with instant access to your documents and gives you the ability to manipulate images using such features as zoom, rotate, magnify and adjust image brightness and contrast. You'll also be able to access your documents online more effectively and use the wide array of annotation tools available.

Sample screenshot of AP-VFE viewer. Click image to enlarge.

Annotation Tools

Authorized users can annotate a document as they would if they were working with a piece of paper. Annotations such as highlighting text, affixing sticky notes, writing free-form text, blocking out confidential information, or affixing a pre-determined stamp on a document can be used.

Invoice Detail Audit History Tracking

You have the ability to view the details of an invoice, expense reoprt, or journal entry. The Document Details window displays all history including when the image was viewed as well as the entire lifecycle of the document.

RE-Indexing

If information in the Search Results list indicates that any document has been indexed incorrectly, you can return it to the AP-VFE indexing queue. You can then compare the image to the index information and make the necessary changes. This ensures that you have the highest level of data accuracy.

Audit RE-View

Vendors, auditors, customers and employees of other organizations that do business with your company can search for and view designated documents within AP-VFE using the RE-View feature. The RE-View feature streamlines the time it takes to gather the necessary document information by only allowing access to documents specifically granted to a RE-View group.

U-CALL

The U-CALL feature allows you to quickly request and retrieve stored document images from within line-of-business applications without lengthy and costly programming. This means that you are able to image-enable your financial systems and quickly view the information you need.