neeraj gakhar
Post on 06-Apr-2018
239 Views
Preview:
TRANSCRIPT
-
8/3/2019 Neeraj Gakhar
1/31
SAP Doc ument Acc ess
Faster and Effective AP and AR Processes
Neeraj Gakhar
Date: Thursday, 28th May 2009
-
8/3/2019 Neeraj Gakhar
2/31
The Chal lenge of Unstruc t ured Content
Unstructured
Structured
Unstructured
Structured
90%
10%
About 90% of business content isunstructureddriving higher handling costs Operating costs and cost per transactionare too high, affecting profitability Business continuity and compliance are atrisk due to problems handling unstructuredcontent
About 90% of business content isunstructureddriving higher handling costs Operating costs and cost per transactionare too high, affecting profitability Business continuity and compliance are atrisk due to problems handling unstructuredcontent
-
8/3/2019 Neeraj Gakhar
3/31
SAP 2007 / Page 3
User SAP
InterNet
App 1App 2
Where do I save what?Where do I maintain what?
Where do I find what?
Filesystem
Infrastructure
How do we manage document growth
How do we reduce dupplicates
How do we optimize backup & restore times
How do we relieve the Business Systems
Where are the documentsrelated to my transaction?
Where do I find the datarelated to the document?
Paper
How do we organize the data & documents?
How do we allow access to documents accross application boundaries?
How do we collaborate with external and internal people?
How do we track compliance and risk and manage the document lifecylce?
Application
How
canwe
provide
Data&Docu
mentswhen
theusersne
edsthem
SAP
InterNet
App 1App 2
App 3
Filesystem
I ssues o f unst ruc tered document s in the
c ontex t o f your bus iness processes
-
8/3/2019 Neeraj Gakhar
4/31
Bus iness and IT prob lems Increas ing cost s
and r isks
Disconnected structuredand unstructuredinformation
Scattered Information
Low Process Efficiency Regulatory Compliance
Increasing costs Paper Based Processes
-
8/3/2019 Neeraj Gakhar
5/31
What does Sap Docum ent Ac c ess of fer?
Secure & CompressedData Archiving
Scanning, Mail, Fax,Desktop integration
Connect: Document/MailArchiving
360 degree view
Legacy decommissioning Upgrade/Switch to SAP
Compliance Retention
Management
-
8/3/2019 Neeraj Gakhar
6/31
Connect : Improving Operat ional Ef f ic ienc y and
Product iv i ty
Pain
Difficult to manage high volume, paper-based AP
processesEvery invoice passes through several people forreview/approval
Lower efficiency, missed due dates, missed cashdiscounts for early payment and late fees
Accounts Payable: Increased Process Efficiency -Taking Advantage of Cash Discounts
Scans paper documents, electronic documents and email, securely archives them and integrates them with SAPtransactions and workflows
Fast and easy access. Few examples below
Solution by SAP Archiving and Document Access
Invoice document conversion to electronic format Integrating it with the SAP workflow as an electronicdocument
Instant access to the invoice document
Reduced paper transport times and AP process moreefficient
Works very well in Shared Services scenario as well
Typical Cost Savings by Automated AP Solution
-
8/3/2019 Neeraj Gakhar
7/31
Connect : Improving Operat ional Ef f ic ienc y and
Product iv i ty
Scans paper documents, electronic documents and email, securely archives them and integrates them with SAPtransactions and workflows
Fast and easy access. Few examples below
Pain
Inefficient collection process long collection time,
increased bad debt & eroded bottom line revenue AR dept needs info from many sources to solveproblems, which prevent customers from paying
Needs account info generated throughout theorganization to facilitate timely collection
Ends up manually pulling relevant documents frommultiple departments & systems, query colleagues andwait for information to be faxed or sent
Accounts Receivable: Increased Profitability - ReduceAR outstanding & bad debt write-off - Improve credit line
Solution by SAP Archiving and Document Access
Link order information as soon as it is entered orscanned into the system to corresponding customer info
AR staff simply needs to enter basic customerinformation to access related information
Reducing the time spent manually looking forinformation scattered across multiple systems
-
8/3/2019 Neeraj Gakhar
8/31
SAP Doc ument Ac c ess by Open Text
I Cal l I t Dat a Arc hive Plus
Online Data
Offline Data
Simple retrieval ofOffline-Data
In context of completebusiness process and
online data
Online Data = Data inSAP database
Offline Data = archivedSAP data (not in SAPdatabase any more)
SAP 2007 / Page 8
-
8/3/2019 Neeraj Gakhar
9/31
Ac c ounts Payable
SAP 2007 / Page 9
-
8/3/2019 Neeraj Gakhar
10/31
Acc ounts Rec e ivable
SAP 2007 / Page 10
-
8/3/2019 Neeraj Gakhar
11/31
Doc ument Ac c ess by Open Text
Legacy Dec omm iss ioning:
SAP 2007 / Page 11
SAP Document Accessby Open Text
Legacy System(Host)
SAPDocument
AccessCOLD Module
Print Lists,Documents
Indices
Access
toPrin
tLists
andDoc
uments
Enterprise Archiveby Open Text
-
8/3/2019 Neeraj Gakhar
12/31
SAP Invoic e Management
by Open Tex t
Invoice reconciliation done efficiently
Neeraj Gakhar
Date: Thursday, 28th May 2009
-
8/3/2019 Neeraj Gakhar
13/31
Does th is sc enar io look fami l iar?
CEOOur cost of capital andmaterial costs are too high.
CFOMy cost of accounts payables isnot state-of-the-art and neither isour cost of goods purchased.Financial Analyst
Use of cash discounts is
low, cost of capital is rising.
SupplierDoing business with thatcompany is difficult as theyare unable to tell when theypay their invoices.
AccountingWe cannot say which invoices we have receivedacross different departments and we have nocontrol over the time-to-payment.
PurchaserWe could lower the cost of goodsif we could make systematic useof cash discounts.
Accounts PayablesWe spend more than 50% of ourtime responding to calls andemails from suppliers requestingstate of invoice or complainingabout late payment.
Is this organization prepared to:
Increase process efficiency
Reduce finance operating costs
Make use of cash discounts
Is this organization prepared to:
Increase process efficiency
Reduce finance operating costs
Make use of cash discounts
SAP 2008 / Page 13
-
8/3/2019 Neeraj Gakhar
14/31
Bus iness and IT prob lems Increas ing cost s
and r isks
Cost per Invoice Credit Rating
Low Process Efficiency Regulatory Compliance
Inaccurate Reporting No dashboard view of AP
Error-Prone Scattered Info: GR, PO, Invoice
-
8/3/2019 Neeraj Gakhar
15/31
Non-SAPBackend
Backend
Backend
SAP Invoic e Management by
Open Text Arch i t ec t ure
Post
Post
Post
Archiving (HTTP Content Server)e.g. SAP Archiving by Open Text Archive Server
EDI Crossgate
SAP PI (XI)
Scanning
e.g.SAP Archiving
by Open Text
EnterpriseScan
FAX
Paper
SAP 2008 / Page 15
Scanni ng Interpret ati on Process allincoming invoices
Automaticallypost invoices
Processexceptions
Clearingexceptions
Comments Automaticallypost invoices
Resolveexceptions
InvoiceInterpretation
InvoiceMonitoring
InvoiceClosing
CollaborationInbox(incomingmail / fax)
Archiving
OCR front-end (Dec 2 008) ERP
Transform
Payment
Payment
Invoice Cockpit
MONITOR WORKFLOW MONITOR AP / FITRANSFORMPREPARE
-
8/3/2019 Neeraj Gakhar
16/31
Autom at ed paper-t o-post i nvoice m anagement
Process allincoming invoices
Automaticallypost invoices
Processexceptions
Clearingexceptions
Comments Automaticallypost invoices
Resolveexceptions
InvoiceMonitoring
InvoiceClosing
Collaboration
ERP
Payment
Payment
Invoice Cockpit
MONITOR WORKFLOW MONITOR AP / FI
Scanning Interpretation
InvoiceInterpretation
Inbox(incomingmail / fax)
Archiving
OCR front-end (Dec 2008)
Transform
TRANSFORMPREPARE
SAP 2008 / Page 16
-
8/3/2019 Neeraj Gakhar
17/31
Autom at ed paper-t o-post i nvoice m anagement
Scanning Interpretation Clearingexceptions
Comments Automaticallypost invoices
Resolveexceptions
InvoiceInterpretation
InvoiceClosing
CollaborationInbox(incomingmail / fax)
Archiving
OCR front-end (Dec 2008) ERP
Transform
Payment
Payment
Invoice Cockpit
WORKFLOW MONITOR AP / FITRANSFORMPREPARE
Process allincoming invoices
Automaticallypost invoices
Processexceptions
InvoiceMonitoring
MONITOR
SAP 2008 / Page 17
-
8/3/2019 Neeraj Gakhar
18/31
Document p rocessing dupl i ca te c heck
SAP 2008 / Page 18
Familiar SAPLook & Feel
Early &AutomatedDuplicateDetection
Automated orManual Data
Entry
ImmediateData
Validation
-
8/3/2019 Neeraj Gakhar
19/31
Exc ept ion process ing pr ice d iscrepancy
SAP 2008 / Page 19
One-clickAccess toSupportingInformation
CompleteProcessHistory
Role-BasedProcess
Options
BestPracticesExceptionHandling
TransparentRole-Based
Routing
-
8/3/2019 Neeraj Gakhar
20/31
Ex c ept ion Handl ing Rout ines (Pre-c onf igured)
SAP 2008 / Page 20
-
8/3/2019 Neeraj Gakhar
21/31
Scanning Interpretation Process allincoming invoices
Automaticallypost invoices
Processexceptions
Automaticallypost invoices
Resolveexceptions
InvoiceInterpretation
InvoiceMonitoring
InvoiceClosing
Inbox(incomingmail / fax)
Archiving
OCR front-end (Dec 2008) ERP
Transform
Payment
Payment
Invoice Cockpit
MONITOR MONITOR AP / FITRANSFORMPREPARE
Autom at ed paper-t o-post i nvoice m anagement
Clearingexceptions
Comments
Collaboration
WORKFLOW
SAP 2008 / Page 21
-
8/3/2019 Neeraj Gakhar
22/31
Slide 22
-
8/3/2019 Neeraj Gakhar
23/31
Slide 23
-
8/3/2019 Neeraj Gakhar
24/31
Analyt ics and monit or ing
SAP 2008 / Page 24
Analyze KPIs
with SAPGraphics
Analyze Using
Over 50Criteria
Full Access toSAP Functions
CompleteOverview of All
ProcessedInvoices
Your Choiceof Reporting
Currency
Total ProcessSummary
One-ClickAccess to
Invoice Details
-
8/3/2019 Neeraj Gakhar
25/31
Stat is t i c s and Graphs - Grouping
SAP 2008 / Page 25
-
8/3/2019 Neeraj Gakhar
26/31
Liabi l i ty repor t
SAP 2008 / Page 26
AnalyzeLiabilities for
AccurateAccruals
Full Access toSAP Functions
Assess
Liability byGeneral
Ledger andCost Object
SupportsAudit for
Accrual Entry
-
8/3/2019 Neeraj Gakhar
27/31
Benef i ts you ga in t hroughout t he ent i re
invoic e management proc ess
Familiar SAP Look and Feel
Full Access to Familiar SAP Function
and graphics (somewhat related to
above) provide
One-Click Access To
User Friendly GUI/screens/dialog
boxes make it easy to
Role-based routing
Automated routing
SAP 2008 / Page 27
Standard SAP tools are included for sort, filter, print, email, export
Complete history of all processed invoices
Summary overview of invoices, including the number of and value ofinvoices
Audit history with comments
At-at-glance reporting
Approval history at a glance
Approve or reject data
Prior approvals
Locate necessary supporting documentation, including invoice image,purchase order, goods receipt, SAP invoice, comments and completehistory
Process data Analyze data Comment on data
Validate data
Accurate team review, resolution and approval
Efficient processing
-
8/3/2019 Neeraj Gakhar
28/31
What your Finan c e Shared Serv ices Organizat io n
gains f rom SAP Invo ice Managem ent by Open Text
SAP 2008 / Page 28
Cost
Cost of errors drastically reduced
Costly focus and follow-up on numerousstatus calls and complaints from suppliersavoided
Need to install more instances whenadding countries avoided through localization
Risk
One place to monitor all invoices
Platform for central service delivery, enabling selective process harmonization
Transparent routing of invoices to process constituents across the corporation
Quality
Processing capacity grows with volume, without need to grow headcount proportionally
Consistent service provision adhering to KPIs and SLAs
-
8/3/2019 Neeraj Gakhar
29/31
Suppor t large and/or d is t r ibut ed
organ izat ions w i t h t ransparent rout ing
Shared Service CenterAP clerk in Russia
Routes to buyer in US
Routes to approver in Argentina
Approver inArgentina gives OK
Buyer in USsolves exception
Invoice received inLondon, UK
Is scanned
Workflow in SSC inRussia started
22
11
33
SAP 2008 / Page 29
-
8/3/2019 Neeraj Gakhar
30/31
Select ed SAP Custom ers operat ing
SAP Invoic e Management by Open Tex t
SAP 2008 / Page 30
-
8/3/2019 Neeraj Gakhar
31/31
Thank you!
SAP 2008 / Page 31
NEERAJ GAKHAR
neeraj.gakhar@sap.com
mailto:neeraj.gakhar@sap.commailto:neeraj.gakhar@sap.com
top related