The Automated VP Creation system is an integrated solution utilizing Microsoft SQL Server, Microsoft Access, and Microsoft Outlook, developed with VBA, SQL, and VBScript. It automates the assignment of tracking numbers (VPs) to invoices post-data entry and line item creation within the Invoice Tracking Application, streamlining the vendor payment initiation process. Key features include:

• Automated Email Monitoring: Continuously scans multiple mailboxes for incoming vendor invoices, extracting data and queuing attachments for processing.

• Intelligent Work Allocation: Employs a round-robin method to distribute invoices among users, ensuring balanced workloads and efficient processing.

• User-Friendly Interface: Provides a frontend dashboard where users can view email details, invoice information, and attachments, facilitating seamless data entry.

• Integrated Approval Workflow: Supports second-level approvals when necessary, enhancing compliance and accuracy in invoice processing.

• Seamless Data Integration: Automatically transfers processed data into the Invoice Tracking Application, generating unique tracking numbers (VPs) for each invoice.

• Automated Notifications: Sends VP numbers back to the original senders, confirming receipt and processing of invoices.

• Duplicate Detection: Incorporates functionality to identify and prevent the processing of duplicate invoices, maintaining data integrity.

• Real-Time Monitoring: Offers live dashboards for managers to oversee daily team productivity across different locations.

• Enhanced Efficiency: Reduces VP creation time from six minutes to under two minutes per invoice, significantly improving operational efficiency.

This automation enhances visibility into vendor invoice processing, minimizes errors, and accelerates the overall workflow, leading to more efficient and accurate vendor payments.