In this White Paper by Pegasus Software, we look at how to unlock efficiency, control, and add strategic value to the procure-to-pay (P2P) process through automation. Available for Opera 3 SE.

​Procure-to-Pay (P2P) is a critical business process that combines purchasing with accounts payable (AP) and covers the end-to-end process of acquiring goods and services through to final supplier payment.

Despite its importance, many organisations continue to rely on fragmented or manual workflows, resulting in inefficiencies, human errors, long approval times, compliance risks, and higher operational costs.

​This whitepaper explores the benefits, challenges, and best practices associated with automating the entire process-to-pay (P2P) process. It highlights how automation can be used to streamline operations, improve accuracy, provide full visibility into the procurement process, strengthen supplier relationships, and generate measurable ROI 

In today’s fast-paced digital economy, organisations are under constant pressure to do more with less, working faster and smarter than ever before and the way in which businesses operate is transforming. At the heart of this transformation is the purchase-to-pay (P2P) process, a critical business function that connects procurement activities with accounts payable to ensure a seamless and efficient process.

​Within this area, the role of procurement teams has evolved significantly from buyers to strategic partners adding real business value and driving efficiency within the entire organisation.

The Evolution of Procurement in P2P
Traditionally, procurement was largely an administrative function focused on placing purchase orders, negotiating prices, and ensuring timely deliveries. But modern P2P systems, powered by automation, artificial intelligence (AI), and real-time analytics, have changed the process. Procurement teams are no longer gatekeepers of spend, they are drivers of innovation, compliance, and efficiency.

Key roles of the procurement team in modern P2P 
1. Strategic sourcing and supplier relationship management

Modern procurement teams take a strategic approach to sourcing, focusing on long-term value rather than short-term cost savings. By leveraging P2P tools, they can analyse supplier performance, evaluate risk, and build more resilient supply chains. Procurement professionals also play a key role in developing partnerships with suppliers to help secure competitive deals, quicker shipping and a wider variety of products and enhanced product quality.

2.Policy compliance

Procurement teams manage organisational spend policies and in a P2P environment, they work closely with IT and finance to build rule-based workflows that enforce compliance automatically. Whether it’s ensuring purchases go through approved vendors or that invoice approvals follow appropriate hierarchies, procurement ensures policy compliance.

3. Data-driven decision making

With modern P2P platforms offering robust analytics dashboards, procurement can move beyond intuition to data-driven decision making. From identifying maverick spend to forecasting supplier risk or demand trends, procurement professionals play a central role in unlocking insights that support the wider business and its goals. 

4. User experience

The modern P2P process has moved beyond efficiency and has also streamlined the process and designed intuitive experiences for end users. A successful P2P environment empowers employees to purchase what they need, compliantly and quickly, while keeping the procurement function in control.

5. Driving digital transformation

Procurement teams are on the frontline of digital transformation driving growth and efficiency. From e-sourcing tools to AI-based contract management and robotic process automation (RPA) in invoicing, procurement drives the adoption of cutting-edge technologies that reduce costs and enhance value.

Conclusion
The role of procurement has evolved significantly in recent years and in a modern P2P environment it goes far beyond purchasing. It is a strategic function that bridges operations, finance, compliance, and technology with automation at its core. As organisations continue to evolve, procurement teams will play a pivotal role in shaping efficient, resilient, and agile business processes.

Investing in procurement capabilities, both in terms of people and platforms, is no longer optional, it’s a competitive necessity.
To learn more about purchase-to-payment software at Pegasus please contact us today to discuss your requirements and see our cutting edge solution in action.

Pegasus Software’s Stuart Anderson looks at how a converged approach to AP Automation and Purchase Order Processing is expediting cashflow and elevating productivity for organisations. 

Accounts Payable (AP) Automation is seeing a lot of attention currently, as software providers deliver new features and functionality, and AI influences capabilities and potential. 

Using Optical Character Recognition (OCR) and AI to recognise key information from invoices, patterns and match these appropriately, AP Automation expedites payment processing and instils best practice across a range of core accounting areas. The addition of Purchase Order Processing (POP) completes the process, aligning payments with invoices in the most efficient way for optimum speed and visibility. 

Eliminating the nine-day PO cycle 
Given that Purchase Orders can take up to nine days to process within large organisations, automation of this fundamental accounting process is a no brainer.

Delayed payments and ambiguity around their specific status can cause frustration and impact relationships with suppliers. In a world where efficiency is king, a slow or inconsistent approach to payments can impact reputation and even threaten core service provision.   

​Formed through a combination of key technologies to form an end-to-end process, AP Automation with Purchase Order Processing (POP) expedites cashflow. It does this through alleviating a number of challenges traditionally associated with payment processing, including:

Boosting efficiency 
AP has traditionally been a heavily manual process for good reason. One of the last bastions of the digital transformation of the office of the Chief Financial Officer (OCFO), it is complex. Invoices come through in different formats at different times, and matching this to an equally inconsistent, paper-based PO system is a recipe for a sluggish process. Using a combination of OCR and a data lake to sift and present invoices in a consistent format, AP Automation removes this complexity. 

Removing manual entries 
Going hand in hand with efficiency, a convoluted mis-matched approach to aligning payments to POs and expediting the processing of them, can result in losses. Assigning the wrong payment or subjecting suppliers to long waits beyond payment terms while errors are rectified won’t pass muster in 2025. Through having all documents in one place, reconciliation is easy.

Strengthening supplier relationships 
Through consolidating all data on a single, central platform, live statuses can be accessed at any point to update vendors and ensure prompt payment in accordance with terms. Removing ambiguity means that frustrations are reduced and stronger, more longer-term relationships formed. 

Supporting sustainability 
Through removing, or at the very least significantly reducing the reams of paper associated with traditional Accounts Payable processing, there are obvious environmental wins. It’s not unusual for is to see companies with numerous filing cabinets filled with paper, all of which can be eliminated through adopting a digital approach. In some cases, companies have been able to reduce overheads through the associated downshift in office space requirements. 

Instilling scale 
As organisations expand and grow, either organically or via acquisitions, manual processes can really buckle with the additional inevitable workloads.

Having centralised cash flow, data and financial reporting in one place means that adding new entities or additional customers/suppliers can be undertaken in a standardised way, using established process flows. 

A seamless approach Opera 3 SE’s AP Automation capabilities leverage Purchase Order Processing for a truly seamless approach to optimising cashflow, ringfencing supplier relationships and instilling best practice.

To find out more contact us today to see it in action.

The role of the Chief Financial Officer (CFO) has evolved dramatically over the past few decades, expanding well beyond traditional finance and accounting responsibilities; CFO’s are now seen as strategic partners responsible for shaping strategic direction and driving efficiency. In turn, rising costs and increasingly challenging environments have squeezed profit margins and added tremendous financial pressure to businesses of all sizes. Something must change.

In comes automation! In recent years automation has emerged as one of the most powerful tools a business can adopt. Once reserved for large corporations with deep pockets, automation technology is now accessible to businesses of all sizes, even the smallest and it’s proving to be a major cost saver across industries.

What is automation?
At its core, automation eliminates repetitive, manual tasks that once ate up hours of employee time. Whether it's processing invoices, managing customer support tickets, data entry or updating inventory levels, businesses can now streamline workflows with software bots and machine learning algorithms. Finance automation is increasing efficiency, saving time and eliminating bottlenecks and pressure points.

By reducing the need for human intervention in routine operations, companies are slashing labour costs considerably – a study by PwC discovered that businesses in the finance sector are saving 30-40% time using automation. But it’s not about replacing people, it’s about allowing teams to focus on higher-value, strategic work and areas that can add value to the business. That shift translates into not only savings but also increased innovation and growth.

Real-world savings in action
Many business functions can now be automated to deliver noticeable savings and benefits. How does it work? Artificial intelligence is used within automation software to trigger specific actions with the result streamlining workflows and processes.

Let’s explore some areas that automation is adding value:

Here are a few areas where automation is directly contributing to cost reduction:

Accounts payable (AP)
AP is an area notorious for labour intensive, costly and time-consuming tasks. There are many benefits to automating this function to such as quicker invoice payments to strengthen supplier relationships and redeem early payment discounts as opposed to late payment penalties. Did you know it can cost anywhere between £4 and £25 to manually approve one invoice but with automation the cost can be lowered to as little as £1?

Procurement 
Automation can streamline procurement workflows and drive efficient processes when buying goods and services to provide a maximum level of control and visibility. Indirect costs can mount up if not managed carefully which can spiral and cost businesses significant amounts of money.

Reporting
Business Intelligence is an area that automation can make a real difference as automation can pull real-time information from across your system to compile an accurate and in-depth analysis, as opposed to an out-dated, unreliable jumble of data. Automation can then populate reports at the click of a button to produce actionable insights to drive data-driven decision making based on accuracy not guesswork. Poor decision making can cost a business thousands so it’s essential to get it right first time, your success depends on it!

Small investments, big returns
Automation doesn’t always mean massive infrastructure overhauls. Many tools today integrate seamlessly with existing ERP systems, such as Opera 3 SE. Cloud-based platforms offer flexible pricing, allowing even small businesses to start small and scale as needed.

What makes automation especially attractive is the quick return on investment. According to a recent study by McKinsey, companies that implemented automation in core processes reported an average cost reduction of 20% within the first year.

It’s about smarter, not harder
In today’s hyper-competitive market with rising costs and tight profit margins, businesses can’t afford inefficiencies. Automation offers a clear path to reducing costs, increasing accuracy, saving time and driving the kind of efficiency that will drive the business forward, whether you work in a large corporation or a small enterprise.

​Automation isn’t just a future trend—it’s a present-day necessity for any business looking to stay lean, agile, and profitable and offers many benefits to those who adopt it.

To learn more about the automation opportunities offered by Pegasus with our leading ERP solution Opera 3 SE, please contact us today.

Purchase orders (POs) are a fundamental part of procurement and financial operations for businesses of all sizes. They provide a structured way to request, approve, and track purchases, ensuring that goods and services are acquired with the correct approval and oversight. But while the concept of a PO is straightforward, the reality of processing them is often anything but.

From manual errors to approval bottlenecks, inefficient PO processes can create significant operational headaches for businesses. Let’s dive into the common challenges businesses face in PO processing and explore strategies to address them.

1. Manual data entry and human error
One of the most common issues with PO processing is the reliance on manual data entry and with manual data entry comes a high risk of human error. A recent survey revealed that more than 27% of finance professionals claim data is input incorrectly in their company. Whether it's inputting PO details into spreadsheets or copying data between systems, every manual step increases the risk of typing errors, incorrect pricing, or mismatched vendor information which can lead to inaccurate records, delays and supplier disputes.

Solution: Invest in automated PO systems that integrate with your ERP or accounting software. Optical Character Recognition (OCR) and data validation tools can also reduce the chance of errors. OCR automatically coverts text into a machine-readable format.

2. Inefficient approval workflows
It can take large companies up to 9 days to manually approve a PO as approvals often involve multiple stakeholders, from department heads to finance managers, and can get stuck in inboxes or routed to the wrong person leading to costly delays, damaged supplier relationships and missed deadlines. 

Solution: The good news is, you can speed up PO approval times by 75-80% by implementing clear processes and digital automated approval workflows with role-based permissions and automated notifications. 

3. Lack of visibility
Once a PO has been submitted it can get lost in the system so the employee who submitted it can often struggle to track it and have no clear visibility into the status of the PO and whether it’s been approved or fulfilled. This can often result in overrun budgets, duplicate orders and difficulty in reconciling invoices.

Solution: Use centralised procurement software with dashboards and status updates offer real-time tracking from PO creation to receipt of goods giving full visibility into the entire process.

4. Non-compliance with procurement policies
When employees bypass formal PO processes known as “maverick spending” (unapproved spending) it undermines procurement controls and can lead to lack of budget control and unexpected costs, internal compliance issues and poor supplier performance and ability to obtain better deals.

Solution: Training staff on procurement policies and enforcing the use of POs through policy is pivotal here. You can do this by making the PO process as simple and easily accessible as possible and fostering a culture of good practice within your company. 

5. Poor Supplier Communication
Even with the very best internal PO processes, sometimes communication with suppliers can be the sticking point. Miscommunication around PO details, delivery dates, or pricing can result in wrong or late deliveries and strained relationships.

Solution: Establishing a clear, consistent communication channel from the start with suppliers is critical. Share POs electronically and confirm receipt and acceptance and choose your suppliers carefully.

Conclusion
While purchase orders are essential to the procurement process, they often come with operational challenges such as those outlined above. The good news is most PO-related difficulties can be mitigated with robust automated software, employee training and having clear policies in place. 

By addressing these common issues proactively head-on, companies can improve efficiency, reduce costs, and build stronger supplier relationships to make the procurement process run smoothly.

We are delighted that we will soon be bringing Purchase Order Processing to our popular Accounts Payable (AP) automation feature with Opera 3 SE. To register your interest and to be among the first to hear the release information, please get in touch today.

Welcome! We're excited to share with you a recording of our exclusive webinar held on Thursday, 26th September 2024. In this session, we took a deep dive into the Plant Hire functionality within Pegasus CIS 5, featuring our special guest speaker, Louise Dickenson, a Pegasus CIS specialist. 

Whether you manage External or Internal Plant Hire, this webinar is packed with valuable insights on how Pegasus CIS 5 can streamline your processes and enhance job costing efficiency. Here’s a quick look at what we covered:

• External Plant Hire: Learn how to manage purchase orders, track job costs, and monitor plant hire returns for better control over site operations.
• Internal Plant Hire: Discover how to manage company-owned equipment, recharge jobs, and automatically invoice for plant usage, including additional fees like delivery, collection, and damage.

This session is full of actionable tips to help you optimise your plant hire operations and maximise cost recovery using Pegasus CIS 5. Whether you attended live or are catching up now, we’re confident you’ll find great value in this recording.
​
Hit play, and let’s get started!

We are excited to share the recording of our recent webinar, where we delved into the powerful features of Opera 3 that can transform the way you manage your financial operations. Whether you missed the live event or want to revisit the insights shared, this session is a must-watch for anyone looking to optimize their financial processes.

In this webinar, we explored key functionalities, including:

• Open Period Accounting: Discover how to manage your accounting periods with flexibility, allowing for smoother financial operations and more accurate reporting.
  
• Credit Management Centre: Learn how to efficiently oversee and control your credit management process, ensuring you maintain healthy cash flow and reduce the risk of bad debt.
  
• Debt Management: Gain insights into managing outstanding debts with precision, improving your recovery rates, and maintaining strong financial health.
  
• Rectify Allocations: Understand how to correct allocation errors swiftly, keeping your accounts accurate and up-to-date without hassle.
  

​Whether you're a seasoned Opera 3 user or just beginning to explore its capabilities, this webinar provides valuable tips and strategies to enhance your financial management. Be sure to watch the recording, and don't hesitate to reach out with any questions or for further information on how our solutions can support your business needs. ​

This paper from Pegasus Software looks at how bringing online buying into the AP fold is driving seamless invoice processing, improved cashflow control and enhanced risk management. 

We are pleased to announce the release of Pegasus P11d Organiser 2024.2.1 for 23/24 and 24/25.

Listed below are the main changes in the 2024.2.1 release of the Pegasus P11d Organiser.

HMRC (HM Revenue & Customs) Compliance

• P11D Facsimile form based on HMRC template for 2023-2024.
  
• P11D(b) Facsimile form based on HMRC template for 2023-2024.
  
• HMRC 2024-25 P46(car) Facsimile form.
  
• HMRC 2023-24 P11D and P11D(b) FBI submission routines.
  
• HMRC 2024-25 P46(car) FBI submission routines.
  

Legislative changes

In use for the 2023-24 tax year:

• The company car fuel multiplier increased from £25,300 to £27,800.
  
• Lookup tables for NEDC and WLTP rates updated for appropriate percentages and now harmonised).
  
• Locked the Appropriate Percentages for vehicles with no approved CO2 value - 37% for over 2000cc vehicles,35% for 1401cc-2000cc and 24% for 1400cc and below for Type A and F (4% supplement applies for Diesel cars up to the cap of 37%).
  
• Van benefit charge increased from £3,600 to £3,960.
  
• Van fuel benefit charge increased from £688 to £757.
  
• Advisory Fuel Rates for company car mileage set (effective dates June/September/December 2023 and March2024).
  
• Updated VAT fuel scale charges to add rates from 1 May 2023 to 30 April 2024.
  
• Retained van and van fuel benefit changes for zero emission vehicles - 100% of standard van benefit charge.
  
• Returned the Class 1A rate to the HMRC figure of 13.80%.
  

In readiness for the 2024/25 tax year:

• The company car fuel multiplier remains the same at £27,800.
  
• Van benefit charge remained the same at £3,960.
  
• Van fuel benefit charge remained the same at £757.
  
• Van and van fuel benefit changes for zero emission vehicles - these attract no or zero charge.
  
• Updated tables to allow calculation of 2024-25 car benefit charge (where NEDC and WLTP rates remain harmonised).
  
• Preparation for updated VAT fuel scale charges to add rates from 1 May 2024 to 30 April 2025 (when available). 

Software Enhancements

• Facility to hide employers that are closed/not used.
• ​Startup check for PAYE references that have no Government Gateway credentials entered.
• Remapped function keys and keyboard shortcuts for various features.
• ​Added the ability to email FBI submission XML to a specific address.
• Enhanced functionality to use a cover letter designed and saved in Word (onsite only) or PDF (hosted).
• Ability to perform mail merge functionality on email text.
• Removal of 'direct to print', reports are now sent to a PDF on a local browser to simplify printer handling.
• Added ability to import days unavailable into Section L.
• Removed 50 car per employee limit for FBI/P46(car) submissions.
• Removed 10 loan per employee limit for FBI submission.
• Updated NI number validation in line with HMRC guidance.
• Upgraded compatibility for PDF driver to Amyuni 6.5.
• General Bug fixes -
  • Clean-up of various typos and spelling errors.
  • Resolved a number of minor navigation related issues.
  • Ensured compatibility with both Windows 10 22H2 and Windows 11 24H2.

Please find below the guides available for the following:
Payroll Upgrade Checklist Guide
Legislative & Software Changes
Rates and Bands for NI, PAYE and Stat. Payments

Welcome to the recorded session unveiling the power and versatility of the Opera 3 Reporter module. Crafted with precision to enhance your reporting experience, this module empowers users to effortlessly generate customised reports, offering the flexibility to save and print at your convenience. Furthermore, it serves as a seamless export tool, facilitating data transfer to third-party products with ease.
In this recording, we delve deep into the functionalities of the Reporter module, exploring essential topics such as creating reports for Excel, appending reports to the menu for all users, and more. Whether you're an experienced Opera 3 Reporter user, a newcomer, or someone intrigued by its potential, this session is tailored to enrich your understanding of these modules and unveil how they can revolutionize your reporting capabilities.
Without further ado, let's embark on a journey to unlock the full potential of Opera 3 Reporter.

Exciting news! On November 29th, we hosted a stellar launch for AP Automation to our esteemed Pegasus Opera 3 customers. The dynamic duo, yourself, and the incredible Steve Power from Pegasus, steered us through a journey of innovation and efficiency. 
Now, presenting the recording of this groundbreaking event, capturing insights, discussions, and the spirit of collaboration. Buckle up for a replay that's bound to redefine the future of our financial processes!

​We are delighted to present to you a valuable resource for financial management and business optimisation.

Join us as we dive into the world of Fixed Assets with our Sales & Marketing Director, Bruce, who hosted a live webinar on Opera 3 Fixed Assets. This exclusive session, held on October 26, 2023, is now available for your viewing pleasure. In this recording, Bruce shares his insights and expertise, offering a unique perspective that reflects his wealth of knowledge and experience. Whether you're an aspiring entrepreneur, seasoned professional, or simply curious about the intricacies of financial management, this webinar provides valuable insights that are sure to enrich your understanding. We invite you to explore this recording and gain a deeper insight into the world of Opera 3 Fixed Assets.

I am delighted to extend a warm invitation to the recording of our previous webinar on the topic of "Opera 3 Importing" that took place on September 28th at 10 AM. This session promised an in-depth exploration of the Opera 3 Import wizard, uncovering its diverse applications, functionalities, and an array of indispensable tools for seamless data importation.

Regardless of whether you are well-versed in the intricacies of Opera 3 or are embarking on a journey of discovery, this webinar is tailored to enrich your grasp and proficiency. Our presenter will furnish you with practical insights and strategies to refine your importing procedures, affording you the luxury of both time and efficiency.
Key Highlights of the Webinar:

• A comprehensive dive into the Opera 3 Import module
• Hands-on demonstrations showcasing its functionalities
• Discourse on supplementary utilities for importing

These monthly webinars are a complimentary offering from o-a-sys, open to all Opera 3 users. It presents an invaluable chance to elevate your Opera 3 experience. 
Register for future monthly webinars in the Customer Zone of our website.