invoice automation about to go live v2

1 24/07/2014 Invoice Automation – About to go live!1403838.20140724

Invoice AutomationAbout to go live!24 & 25 July 2014 | Vanderlande Birmingham and London offices

2 24/07/2014 Invoice Automation – About to go live!

Today’s agenda

Quick refresher– Systems overview

– Supplier onboarding

System demonstration– Purchase order invoices and the P2P process

– Cost invoices

What’s next?– Go live planning

Q & A


Purchase orders are sent to Tungsten via Docuspherefor validation purposesSupplier invoices are created on or sent through the Tungsten NetworkInvoices are transmitted by Tungsten and received in DocusphereWhen there is a 3-way match the invoice is booked in JDEDocusphere finds the purchase order and receipt in JDE and matches the invoice against itAfter the payment term has passed the supplieris paid from JDEPurchase orders are created in JDEFrom both JDE and Insight invoices can be retrieved in Docusphere

Docusphere Insight Reporting

JDE E1Tungsten Network

Docusphere


Supplier onboarding – 1

Managed Campaign– Campaign letter going out w/c 28 July

– Approx. 650 suppliers worldwide

– About 50 suppliers are UK & Ireland based

– 80% of Vanderlande’s invoice volume

– Follow-up phone call by Tungsten within 10 days

– Chaser letter sent out beginning of September


Supplier onboarding – 2

Ignite Campaign #1– E-mail going out w/c 11 August

– All other suppliers where e-mail address is available

– Suppliers can self register thru web link

– Regular chaser e-mails sent out by Tungsten every 10-14 days

– Campaign runs 8 to 10 weeks

Ignite Campaign #2– Letter going out to suppliers without a known e-mail

– Suppliers invited to update contact details on Vanderlande internet website

– After 4 to 5 weeks a second Ignite Campaign will be run with the gathered contact information


What will our suppliers do and see?

https://portal.ob10.com/Login.aspx


> Purchase order invoicesand the P2P process


Purchase order invoice processing

Pay invoice

Raise purchase

order

Match invoice

Receive goods/ services

Voucher invoice

Receive invoice

Invoice matched

Fix PO and/or

GR

Invoice not

matchedMan

ual

Auto

mat

ed

JDE E1 Docusphere


What you need to know…

> Reasons to receive an invoice in the workflow

–MATCHING ERROR: there is a difference between the quantity invoiced and the quantity receipted

– TOLERANCE: there is a price difference between the invoice and the PO

– RETRY: there is no receipt after retrying for x days

– PO CLOSED: there are no open lines on the PO

> Instructions to Accounts Payable via the Purchase Order header

–@1: Payment Hold

–@2: Payment Hold and Check Tax

–@3: Check Tax


Demonstrationof purchase order invoices

http://srv00673/docusphere/dswf/wfInbox.aspx



http://srv00673.vi.corp/docusphere/dswf/


> Cost invoices


Cost invoice processing

Pay invoice

Purchase goods or services

Auto G/L code invoice

Approve invoice

Receive invoice

Man

ual

Auto

mat

ed

Check G/L coding

JDE E1 Docusphere Not in a system

Voucher invoice


Demonstrationof cost invoices




http://srv00673.vi.corp/docusphere/dswf/


What’s next

> Go Live for the UK on Monday 4 August 2014

> Supplier onboarding campaign starts Monday 28 July 2014

> All users will have access to Docusphere through single sign-on

> No real training necessary, but…

– Quick Reference Card available for all non-AP users

– Fixed points of contact in both offices for any queries

> Fixed points of contact are:

– Birmingham: Lisa Thomas and Kathryn Palmer

– London: Sue Williamson and Harp Chhokar


> Any questions?

invoice automation about to go live v2

Business

jde

contact

suppliers

tungsten

invoice

gt

live

docusphere