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SAP FORUM İSTANBUL 2014Basit Düşün Fark YaratE-Faturalarınızı Kontrol altında tutunMartin VogelOpenText

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AGENDA

Turkish e-Invoice The gate to efficiency

SAP Vendor Invoice Management Automated Invoice Processing

Procurement From Order To Pay

Exceptional Processing Just exceptions need a user attention

Optimization Key aspects

E-InvoiceThe Gate to efficiency


E-Invoice

1.1.2014

E-Invoice has been introduced to largest companies. These companies invested to integration with Revenue Authority allowing them to share outgoing and incoming invoices with all companies with turnover over a certain limit.

This limit will be lowered in future allowing to more companies to be involved in this delivery channel.


E-Invoice

E-Invoice is an assured and efficient way of communication.

Electronically delivered invoices can be recognized with 100% accuracy, which makes it perfect for follow up automated processing.

Uploading into SAP

Payment

SAP Invoice Management

E-Invoice Invoice Processing

PayAutomated reconciliation and posting

Vendor Invoice ManagementAutomated Invoice Processing


“

What do the best achieve?

5,600 14 Days

Number of invoices processed per "process accounts payable" FTE

Cycle from receipt of invoice until approved and scheduled for payment

9,375 7 Days

Best run companies process invoices more efficiently.

Best run companies process invoices faster.

15,869 4 Days

“Data provided by APQC. ©1992-2012 APQC. ALL RIGHTS RESERVED. www.apqc.org/osbc”

“ ” ”

Median

Top 25%

Bottom 25%


Typical barriers to efficient Accounts Payable (AP) operations

Poor vendor relations

Excessive cost per invoice

Difficulty in preparingaccruals

Fragmented stand-alone systems

No workflow or data management

No integration with General Ledger or Accounts Receivables

Inadequate AP process control (compliance risk)

Limited visibility of liabilities

No insight into process bottlenecks

Fragmented andinefficient

Paper-based and labor-intensive

Lack of standardization High Cost of Finance Operations

Poor Vendor Relations


Consistent payment behavior across countries and organizations

Systematic, collaborative approach to exceptionsand disputes

Integrated systems and processes

Eliminate technology clutter

Simple to maintain, learn and use application

Global visibility into liabilities

Global visibility into process bottlenecks

Up-to-date key performance indicators

Standardization and greater automation

Streamline manual, paper-based processes

Workflows that minimize reconciliation time

What it takes to optimize the AP process

EfficientOperations

Reduced Costs

Improved Vendor Relations


Manually managing invoices processes drains resources

Manual invoice processingAn inefficient and serious risk to your business

Inefficient, labor-intensive processes

Inability to optimize cash-flow and vendor relationships

Inability to improve overall business transparency

Lack of process control introduces compliance risk

Time-consuming historical research

Belabored vendor communications

Documentation and other requests for additional information

Manual routing

Labor-intensive monitoringand updates

Scalability only through headcount


Vendor Invoice Management:Fully integrated, automated processing

* or another SAP ArchiveLink-certified repository

CommentTrigger workflows Post invoices

InvoiceRecognition

Collaboration& Monitoring

InvoiceCompletion

InvoiceVerification

Invoice Capture Center

ERP (FI/AP)

Payment

Vendor Invoice Management

Verify andComplete

ExceptionHandling

Approve

Automated reconciliation and posting

Transform

OCR

Validation

Inbox(incoming mail / fax)

Archiving for SAP Solutions *

Scanning

Archiving

$ $€Y$

Prepare Pay


Invoice CaptureCenter

Payment

Vendor Invoice Management

Invoice Processing

SAP Business Suite

ERP (FI/AP)

Automated reconciliation and posting

Multiple input channels and production instances

$$

e.g. Archiving for SAP SolutionsDocument Archiving & Viewing

SAP Information Interchange On Demand

ERP

SRM

Hubs and Portals

HUBHUBHUB

Turkish e-Invoice

Digital Signature Validation

Supplier

Fax

$DocumentScan

e.g. Enterprise Scan

FAX

Paper

Email

PayAutomated reconciliation and posting

$€Y


Organizational gains from Vendor Invoice Management

Simplify and optimize entire invoice management process

Enable more accurate financial reporting through complete visibility

Segregate duties through workflow control

Monitor across all steps of the invoice process

Provide complete audit trail

Create workforce efficiencies through an automated, streamlined process including mobile approvals

Improve working capital management through better visibility to cash requirements

Cut costs through automated data extraction, process automation and control including shared services

Reduce costly manual errors

Optimize cash discount utilization including dynamic discounting

Improve business processes and reduce compliance risks

ProcurementECM for Order to Pay


# of invoices processed per FTE

Order to Pay – Key Performance Indicators

% of discounts taken advantage of

Cycle time from receipt of invoice until approved and scheduled for payment

Total cost of the process "order materials/services" per purchase order


Order to Pay Process

Process/Review

Requisitions

Approve Requisitions

Solicit/Track Supplier

Quotes

Create / Distribute POs

Expedite Orders & Satisfy Inquires

Record Receipt of Goods

Process Invoice and exceptions

Pay

Corporate policy & procedures for procuring goods/services

Published list of preferred vendors

Match with budget

Review additional documentation and justification

Match against contracts

Manage exceptions

Send correct orders (multiple channels)

Manage advanced shipment notifications

Link delivery notes

Manage additional documentation (quality inspection, …)

Automatic routing

Communicate with suppliers

Approvals

Statistics

Buyer scoring

Details regarding payment

Ability to negotiate discounts / financing


How it WorksECM for Order to Pay

Delivery notes, custom declarartions & other

OCR

SupplierInsight & History

ManageDelivery

Process Invoice Entry

Collaborateon Order

Expedite Orders

Receive Goods, Services & Invoices

Process and Approve Invoices

Compliant Archiving / Records Management

360 Degree View (Supplier History)

Intranet

Process, Review, Approve Requisitions

Specifications

Approvals

Create order, answer to inquiries,…

Manage documentation

Solicit, TrackSupplier Quotes

Supplier communication

Pay

Payment

Bank communication

OCR Option for SAP IMSAP Invoice Management SAP Extended ECMSAP Portal Content Mgmt

SAP SRM and / or SAP ERP

Create requisitions

SAP Extended ECMSAP Document Presentment

SAP Extended ECMSAP Portal Content MgmtSAP Portal Site Mgmt

Procurement team collaboration

SAP ERP MM, FI

Records Management Trigger workflows

OCRStreamline also non E-Invoice input on paper or as an image


Streamline Accounts Payable operations with OCR

Reduced costs

Less labor cost for manual keying

Built-in knowledge base with “out-of-the-box” support for more than 25 countries and basic support for 80 additional countries

Increaseddata quality

Combining OCR with human data verification minimizes data defects

Automated procedures extract more business data

Improvedefficiency

Any volume of invoices can be processed in the desired time

Invoices without OCR errors are automatically forwarded to invoice processing

Confident complianceCompliance checks based on data extracted from invoices

More accurate data allows more business rules to be implemented


Document processing: OCR delivers highest quality

High productivity handling OCR exceptions using

synchronizedimage and data views

Exceptional processingJust exceptions need a user attention


Users focus on exception processing

One-click access to supporting information

Intuitive grouping of invoice problems

Efficient collaboration


Document processing – Duplicate check

Familiar SAP look & feel

Immediate data correction and

validation

Early & automated duplicate detection


Exception processing – Price discrepancy

One-click access to supporting information

Role-basedprocess options

Complete processhistory

Transparent role-based routing

Best practices exception handling


Invoice approval with assignment of accounting information

Easy delegationto enter

accounting

Approval history at a glance

One-click to approve or reject

One-click to additional

information

Concise information, easy

to grasp

Approve in preferred UI -

portal or SAPGUI

Immediatedata

validation


Invoice approval everywhere (Blackberry, iPhone, iPad, Android)

ReportsFull Control of invoice processes


Reporting at a glance: The KPI dashboard

Aggregated KPI values

Direct integration ERP

Monthly trend

FilterDrill

down


Analytics and Monitoring

Analyze using over 50 criteria

Full access to SAP functions

Complete overview of all

processed invoices

One-click access to invoice details

Overview of all invoices by

different grouping criteria


Liability report

Analyze liabilities for

accurate accruals

Assess liability by

general ledger and cost

object

Supportsaudit for

accrual entry


Identify bottlenecks with the “Aging Report”

“Whois currently in charge of the

invoice problem?”

Group by role or document

type

DoubleClick to get all details


Efficiency analysis – by exception, vendor or company code

“Which exception /

vendor/company code is causing effort?”

Compare two periods

Focus on the right problems


Productivity reporting

Work load by role or

individual

Compare two periods

Focus on the right problems


Key performance indicators at a glance

Total liabilities

Open items

Exception rates

E-Invoicing ratio

Touchless ratio

Top vendors

Filter criteria

Optimization


VIM process optimization addresses key concerns

Issue Addressed SAP Invoice Management Value Achieved

Compliance - Accounts Payable process control

System-driven process based on pre-configured business rules

Extensive process reporting Complete audit trail

Excessive cost-per-invoice

OCR eliminates manual data entry for header and line item data

Data entry errors , duplicate invoices eliminated Delays avoided through mobile approvals Optimized for shared services operations

Reduce AP cost Structure cash discount usage Redeploy staff

Limited visibility of liabilities Status of all invoices received visible through one screen Improve cash demand Process planning invoices accurately and promptly

Difficulty in preparing accruals Invoice accruals determined effortlessly through liability

reporting Shorten closing cycles

Poor vendor relations Invoices processed accurately and promptly Vendor payments triggered on time

Higher costs and vendor complaints eliminated Negotiate improved pricing and payment terms Credit ratings improve


Differentiators of Vendor Invoice Management

The one-stop-shop solution

Supports multiple back ends (SAP, SRM) for invoice transparency across corporation

Supports multiple languages and in-country rules and regulations

Scalable to the highest invoice volumes

Future-proof

Familiar look-and-feel – reduces training

Reduced cost of operation

No integration risk

One source of customer support, service packs, upgrades

Reduced vendor obsolescence risk

Grows along your business needs


Typical customer savings*

>50% cost-per invoice decrease; return-on-investment in <12 months

25%-50% FTE Headcount redeployment

(20-50%) Lower cost per invoice reconciled

(<75%) Lower cost of errors

Reduce Duplicate invoice processing

Improved vendor relations

50-75% less Vendor hotline traffic

Less follow-up effort On vendor status requests and complaints

Realize Increased cash discounts

Lower cost Through better pricing and terms

Tighter controls

Reduce Non-PO invoices

Reduce Maverick buying

Support SOX compliance

*Compared to a paper centric process


Summary

The ability to control and anticipate

Comprehensive overview of all invoices across the corporation

Increased control of time-to-payment

Allows for better cash usage based on comprehensive insight

State-of-the-art shared services delivery platform

SAP architecture enables leveraging economies-of-scale

SAP automation improves efficiency in administrative processes

Invoice automation powers financial transformation

Automates labor-intensive invoice reception and reconciliation

Frees line operations from finance administration work


Open Text Vendor Invoice Management for SAP ® SolutionsStreamline Accounts Payable

Automatic invoice recognition Preconfigured exception handling Full insight into liabilities, process bottlenecks and vendor

issues

It offers

Higher process efficiency through process standardization and automation

Cost reduction: less searching, copying, transporting, printing and storing physical documents

Improved compliance and control Better service quality to suppliers, auditors and managers More time in Finance for strategic tasks A design for multinationals and shared service centers

Resulting in

Operations

HR

Finance

Purchasing

IT

R&D

Sales/Services

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