Optimising Cash Management and

Automating Bank Statement Reconciliation

and Cash Application for University Leiden

in SAP ERP and S4 HANA

BPI Business Process Integration GmbH

Vangerowstrasse 18 D-69115 Heidelberg

httpwwwbpi-gmbhde

andreasknopfbpi-gmbhde

copy BPI Business Process Integration GmbH 2019

BPI Business Process Integration GmbH

Founded in 2000 Heidelberg Germany

SAP Consulting amp SAP Software Development

EBS Workbenchreg

AIS Workbenchreg

E-Banking Gateway

Client Base

Multinational Clients like Akzo Nobel Continental Hofmann-La

Roche Hellenic Petroleum University Leiden and many more in all

kind of industries

200 Mio euro - 30 Bn euro yearly turn over

2copy BPI Business Process Integration GmbH 2019

University Leiden

Founded in 1575 by by William Prince of Orange

Oldest University in the Netherlands

~ 27000 Students

3copy BPI Business Process Integration GmbH 2019

University Leiden

Founded in 1575 by by William Prince of Orange

Oldest University in the Netherlands

~ 27000 Students

3copy BPI Business Process Integration GmbH 2019

What is the process of cash application

Bank Statements (eg SWIFT MT940 CAMT XML hellip )

hellip are provided from all banks in various formats

hellip have different content and structure in each bankcountry

hellip represent daily cash flows on external bank accounts for

performing Cash Application in SAP

Customer payments

Treasury Deals

Sweeps Pooling

Direct Debits inout

Own Payments

Charges Interest

Credit Card settlements

hellip

4copy BPI Business Process Integration GmbH 2019

Bank Recon ndash Lessons Learnt from former Projects

5copy BPI Business Process Integration GmbH 2019

Customerrsquos expectation regarding automation amp efficiency

Typical ldquoreal liferdquo development of automation amp efficiency

Time

Auto

mation amp

Effic

iency

While customers expect automation rate of bank reconciliation to improve

over time automation rate in real life actually drops due to changing

external data and tedious adjustment processes

Ben

efi

t

Benefit

Approach without EBS Workbench

Approach using EBS Workbench

Faster

Higher automation

6copy BPI Business Process Integration GmbH 2019

SAPreg Standard Enhancement Concept

SAPreg Standard Documents

SAPreg Standard Integration of EBS Workbenchreg

EBS Workbench integrates modification free in your current SAP system

Thinking like an accountant makes the System manageable

What type of transaction is

this

How ndash based on which set

of criteria from the cash flow

- can this type of transaction

be recognized

How should the

corresponding posting or

clearing in SAP FI be done

7copy BPI Business Process Integration GmbH 2019

Analogy handling of paper bank statements by accountants

EBS Workbenchreg hellip works for you

Easy steps in EBS Workbenchreg

1 Auto - Identify type of transaction

2 Auto - Extract and derive postingclearing information

3 Auto - Build Cash Application proposal

4 Auto ndash Post within SAP FI

5 Optional - Manual completion fine-tuning of rules

Create additional automation rules and re-run

Manual completion of transaction

8copy BPI Business Process Integration GmbH 2019

Loop C

ontinuous I

mpro

vem

ent

Accounting defines the rules

ldquoHellordquo from Rob van den Wijngaard

Director Shared Service Finance and HR at University Leiden

copy BPI Business Process Integration GmbH 2019

11

1Purchase to

pay

2Order to

cash

Where are we coming from (2012)

Purchase topay

Order to cash Payroll Record toreport

Cash amp bank Management

How high canthe piles get

Keyprocesses

Cash Application ndash starting point

1 IT had programmed multiple different enhancement approaches

bull Difficult to keep the strings together

bull Strong dependency on content and layout of bank statement data

bull Only IT could change the logic by programming

bull No scaling possible

2Automation was achieved on main transactions

3Accounting had to manually resolve remaining transactions andhad to do same bookings over and over again

bull GL accounts Cost Centers Profit Centers Order Numbers WBS Elements VAT codes

Cash Application ndash Main Goals

Automation

Continuous Improvement

by Business

Support new Business

Requirements

Ensure consistent

Quality

1 Automate the Order to Cash process

bull Relief users from uninspiring tasks

2Allow continuous improvement by the business

bull IT is a great partner within University Leiden but they haveto focus on many other things than bank statements

3Ensure consistent quality in the financial ledgers

bull Complex and error-free accounting required for cash application

4Support new business requirements

bull Changeover to CAMT XML Bank Statement

What did University Leiden expect from EBS Workbench

1 Automation rate of 7075

2A lot of complex rules to be maintained

Donrsquot be afraid to start small

Testing ground

Letrsquos see

Robotize 2 of the 25 main bank accounts

And scale up quickly

Project - Automatic Cash Application in SAPreg ERP

Cash Application ndash results

1 Close to full Automation achieved for all transactionsbull Rate of 99 auto postings with complex accounting schemes was achieved during initial go-live within a week

2Continuous improvement and rollout by businessbull Rollout to remaining 40 bank accounts until mid December 2019

3Quality ensuredbull All accounting criteria maintained within EBS Workbench

4Easy adjustable and scalable solution

bull Complexity of postings disappeared

Cash Application ndash summary

1 Expectations of University Leiden regarding speed simplicity and automation have beend exceeded

2 New target is 9095 automation across all transactions companies and accounts

3 We are ldquobeyond automationrdquo ndash quality and ease of use is key

4 Implementation was done quickly further rollout is possible within days

Cash Applicationndashextract from user feedback

ldquoWhat EBS truely did for us

We gained an easy to adjust tool that can be adjusted by the end-users instead of IT-maintenance

After learning how easy it was to make rules and adjust them in EBS we are now aiming at at least 9095 automation rate

The tool gives us more time do improve our work instead of making the same booking over and over againrdquo

Arjan van Rijn| FSSC Universiteit Leiden

RPA and people become colleagues

ldquoI see more and more robots supporting their human colleaguesrdquo

RPA Project for Cash Application University of Leiden

19

rcvandenwijngaardbbleidenunivnl

Rob_vdWijngaard

Rob van den Wijngaard

andreasknopfbpi-gmbhde+49-6221-418214

httpwwwbpi-gmbhde

Bank Recon ndash Lessons Learnt from former Projects

5copy BPI Business Process Integration GmbH 2019

Customerrsquos expectation regarding automation amp efficiency

Typical ldquoreal liferdquo development of automation amp efficiency

Time

Auto

mation amp

Effic

iency

While customers expect automation rate of bank reconciliation to improve

over time automation rate in real life actually drops due to changing

external data and tedious adjustment processes

Ben

efi

t

Benefit

Approach without EBS Workbench

Approach using EBS Workbench

Faster

Higher automation

6copy BPI Business Process Integration GmbH 2019

SAPreg Standard Enhancement Concept

SAPreg Standard Documents

SAPreg Standard Integration of EBS Workbenchreg

EBS Workbench integrates modification free in your current SAP system

Thinking like an accountant makes the System manageable

What type of transaction is

this

How ndash based on which set

of criteria from the cash flow

- can this type of transaction

be recognized

How should the

corresponding posting or

clearing in SAP FI be done

7copy BPI Business Process Integration GmbH 2019

Analogy handling of paper bank statements by accountants

EBS Workbenchreg hellip works for you

Easy steps in EBS Workbenchreg

1 Auto - Identify type of transaction

2 Auto - Extract and derive postingclearing information

3 Auto - Build Cash Application proposal

4 Auto ndash Post within SAP FI

5 Optional - Manual completion fine-tuning of rules

Create additional automation rules and re-run

Manual completion of transaction

8copy BPI Business Process Integration GmbH 2019

Loop C

ontinuous I

mpro

vem

ent

Accounting defines the rules

ldquoHellordquo from Rob van den Wijngaard

Director Shared Service Finance and HR at University Leiden

copy BPI Business Process Integration GmbH 2019

11

1Purchase to

pay

2Order to

cash

Where are we coming from (2012)

Purchase topay

Order to cash Payroll Record toreport

Cash amp bank Management

How high canthe piles get

Keyprocesses

Cash Application ndash starting point

1 IT had programmed multiple different enhancement approaches

bull Difficult to keep the strings together

bull Strong dependency on content and layout of bank statement data

bull Only IT could change the logic by programming

bull No scaling possible

2Automation was achieved on main transactions

3Accounting had to manually resolve remaining transactions andhad to do same bookings over and over again

bull GL accounts Cost Centers Profit Centers Order Numbers WBS Elements VAT codes

Cash Application ndash Main Goals

Automation

Continuous Improvement

by Business

Support new Business

Requirements

Ensure consistent

Quality

1 Automate the Order to Cash process

bull Relief users from uninspiring tasks

2Allow continuous improvement by the business

bull IT is a great partner within University Leiden but they haveto focus on many other things than bank statements

3Ensure consistent quality in the financial ledgers

bull Complex and error-free accounting required for cash application

4Support new business requirements

bull Changeover to CAMT XML Bank Statement

What did University Leiden expect from EBS Workbench

1 Automation rate of 7075

2A lot of complex rules to be maintained

Donrsquot be afraid to start small

Testing ground

Letrsquos see

Robotize 2 of the 25 main bank accounts

And scale up quickly

Project - Automatic Cash Application in SAPreg ERP

Cash Application ndash results

1 Close to full Automation achieved for all transactionsbull Rate of 99 auto postings with complex accounting schemes was achieved during initial go-live within a week

2Continuous improvement and rollout by businessbull Rollout to remaining 40 bank accounts until mid December 2019

3Quality ensuredbull All accounting criteria maintained within EBS Workbench

4Easy adjustable and scalable solution

bull Complexity of postings disappeared

Cash Application ndash summary

1 Expectations of University Leiden regarding speed simplicity and automation have beend exceeded

2 New target is 9095 automation across all transactions companies and accounts

3 We are ldquobeyond automationrdquo ndash quality and ease of use is key

4 Implementation was done quickly further rollout is possible within days

Cash Applicationndashextract from user feedback

ldquoWhat EBS truely did for us

We gained an easy to adjust tool that can be adjusted by the end-users instead of IT-maintenance

After learning how easy it was to make rules and adjust them in EBS we are now aiming at at least 9095 automation rate

The tool gives us more time do improve our work instead of making the same booking over and over againrdquo

Arjan van Rijn| FSSC Universiteit Leiden

RPA and people become colleagues

ldquoI see more and more robots supporting their human colleaguesrdquo

RPA Project for Cash Application University of Leiden

19

rcvandenwijngaardbbleidenunivnl

Rob_vdWijngaard

Rob van den Wijngaard

andreasknopfbpi-gmbhde+49-6221-418214

httpwwwbpi-gmbhde

6copy BPI Business Process Integration GmbH 2019

SAPreg Standard Enhancement Concept

SAPreg Standard Documents

SAPreg Standard Integration of EBS Workbenchreg

EBS Workbench integrates modification free in your current SAP system

Thinking like an accountant makes the System manageable

What type of transaction is

this

How ndash based on which set

of criteria from the cash flow

- can this type of transaction

be recognized

How should the

corresponding posting or

clearing in SAP FI be done

7copy BPI Business Process Integration GmbH 2019

Analogy handling of paper bank statements by accountants

EBS Workbenchreg hellip works for you

Easy steps in EBS Workbenchreg

1 Auto - Identify type of transaction

2 Auto - Extract and derive postingclearing information

3 Auto - Build Cash Application proposal

4 Auto ndash Post within SAP FI

5 Optional - Manual completion fine-tuning of rules

Create additional automation rules and re-run

Manual completion of transaction

8copy BPI Business Process Integration GmbH 2019

Loop C

ontinuous I

mpro

vem

ent

Accounting defines the rules

ldquoHellordquo from Rob van den Wijngaard

Director Shared Service Finance and HR at University Leiden

copy BPI Business Process Integration GmbH 2019

11

1Purchase to

pay

2Order to

cash

Where are we coming from (2012)

Purchase topay

Order to cash Payroll Record toreport

Cash amp bank Management

How high canthe piles get

Keyprocesses

Cash Application ndash starting point

1 IT had programmed multiple different enhancement approaches

bull Difficult to keep the strings together

bull Strong dependency on content and layout of bank statement data

bull Only IT could change the logic by programming

bull No scaling possible

2Automation was achieved on main transactions

3Accounting had to manually resolve remaining transactions andhad to do same bookings over and over again

bull GL accounts Cost Centers Profit Centers Order Numbers WBS Elements VAT codes

Cash Application ndash Main Goals

Automation

Continuous Improvement

by Business

Support new Business

Requirements

Ensure consistent

Quality

1 Automate the Order to Cash process

bull Relief users from uninspiring tasks

2Allow continuous improvement by the business

bull IT is a great partner within University Leiden but they haveto focus on many other things than bank statements

3Ensure consistent quality in the financial ledgers

bull Complex and error-free accounting required for cash application

4Support new business requirements

bull Changeover to CAMT XML Bank Statement

What did University Leiden expect from EBS Workbench

1 Automation rate of 7075

2A lot of complex rules to be maintained

Donrsquot be afraid to start small

Testing ground

Letrsquos see

Robotize 2 of the 25 main bank accounts

And scale up quickly

Project - Automatic Cash Application in SAPreg ERP

Cash Application ndash results

1 Close to full Automation achieved for all transactionsbull Rate of 99 auto postings with complex accounting schemes was achieved during initial go-live within a week

2Continuous improvement and rollout by businessbull Rollout to remaining 40 bank accounts until mid December 2019

3Quality ensuredbull All accounting criteria maintained within EBS Workbench

4Easy adjustable and scalable solution

bull Complexity of postings disappeared

Cash Application ndash summary

1 Expectations of University Leiden regarding speed simplicity and automation have beend exceeded

2 New target is 9095 automation across all transactions companies and accounts

3 We are ldquobeyond automationrdquo ndash quality and ease of use is key

4 Implementation was done quickly further rollout is possible within days

Cash Applicationndashextract from user feedback

ldquoWhat EBS truely did for us

We gained an easy to adjust tool that can be adjusted by the end-users instead of IT-maintenance

After learning how easy it was to make rules and adjust them in EBS we are now aiming at at least 9095 automation rate

The tool gives us more time do improve our work instead of making the same booking over and over againrdquo

Arjan van Rijn| FSSC Universiteit Leiden

RPA and people become colleagues

ldquoI see more and more robots supporting their human colleaguesrdquo

RPA Project for Cash Application University of Leiden

19

rcvandenwijngaardbbleidenunivnl

Rob_vdWijngaard

Rob van den Wijngaard

andreasknopfbpi-gmbhde+49-6221-418214

httpwwwbpi-gmbhde

Thinking like an accountant makes the System manageable

What type of transaction is

this

How ndash based on which set

of criteria from the cash flow

- can this type of transaction

be recognized

How should the

corresponding posting or

clearing in SAP FI be done

7copy BPI Business Process Integration GmbH 2019

Analogy handling of paper bank statements by accountants

EBS Workbenchreg hellip works for you

Easy steps in EBS Workbenchreg

1 Auto - Identify type of transaction

2 Auto - Extract and derive postingclearing information

3 Auto - Build Cash Application proposal

4 Auto ndash Post within SAP FI

5 Optional - Manual completion fine-tuning of rules

Create additional automation rules and re-run

Manual completion of transaction

8copy BPI Business Process Integration GmbH 2019

Loop C

ontinuous I

mpro

vem

ent

Accounting defines the rules

ldquoHellordquo from Rob van den Wijngaard

Director Shared Service Finance and HR at University Leiden

copy BPI Business Process Integration GmbH 2019

11

1Purchase to

pay

2Order to

cash

Where are we coming from (2012)

Purchase topay

Order to cash Payroll Record toreport

Cash amp bank Management

How high canthe piles get

Keyprocesses

Cash Application ndash starting point

1 IT had programmed multiple different enhancement approaches

bull Difficult to keep the strings together

bull Strong dependency on content and layout of bank statement data

bull Only IT could change the logic by programming

bull No scaling possible

2Automation was achieved on main transactions

3Accounting had to manually resolve remaining transactions andhad to do same bookings over and over again

bull GL accounts Cost Centers Profit Centers Order Numbers WBS Elements VAT codes

Cash Application ndash Main Goals

Automation

Continuous Improvement

by Business

Support new Business

Requirements

Ensure consistent

Quality

1 Automate the Order to Cash process

bull Relief users from uninspiring tasks

2Allow continuous improvement by the business

bull IT is a great partner within University Leiden but they haveto focus on many other things than bank statements

3Ensure consistent quality in the financial ledgers

bull Complex and error-free accounting required for cash application

4Support new business requirements

bull Changeover to CAMT XML Bank Statement

What did University Leiden expect from EBS Workbench

1 Automation rate of 7075

2A lot of complex rules to be maintained

Donrsquot be afraid to start small

Testing ground

Letrsquos see

Robotize 2 of the 25 main bank accounts

And scale up quickly

Project - Automatic Cash Application in SAPreg ERP

Cash Application ndash results

1 Close to full Automation achieved for all transactionsbull Rate of 99 auto postings with complex accounting schemes was achieved during initial go-live within a week

2Continuous improvement and rollout by businessbull Rollout to remaining 40 bank accounts until mid December 2019

3Quality ensuredbull All accounting criteria maintained within EBS Workbench

4Easy adjustable and scalable solution

bull Complexity of postings disappeared

Cash Application ndash summary

1 Expectations of University Leiden regarding speed simplicity and automation have beend exceeded

2 New target is 9095 automation across all transactions companies and accounts

3 We are ldquobeyond automationrdquo ndash quality and ease of use is key

4 Implementation was done quickly further rollout is possible within days

Cash Applicationndashextract from user feedback

ldquoWhat EBS truely did for us

We gained an easy to adjust tool that can be adjusted by the end-users instead of IT-maintenance

After learning how easy it was to make rules and adjust them in EBS we are now aiming at at least 9095 automation rate

The tool gives us more time do improve our work instead of making the same booking over and over againrdquo

Arjan van Rijn| FSSC Universiteit Leiden

RPA and people become colleagues

ldquoI see more and more robots supporting their human colleaguesrdquo

RPA Project for Cash Application University of Leiden

19

rcvandenwijngaardbbleidenunivnl

Rob_vdWijngaard

Rob van den Wijngaard

andreasknopfbpi-gmbhde+49-6221-418214

httpwwwbpi-gmbhde

EBS Workbenchreg hellip works for you

Easy steps in EBS Workbenchreg

1 Auto - Identify type of transaction

2 Auto - Extract and derive postingclearing information

3 Auto - Build Cash Application proposal

4 Auto ndash Post within SAP FI

5 Optional - Manual completion fine-tuning of rules

Create additional automation rules and re-run

Manual completion of transaction

8copy BPI Business Process Integration GmbH 2019

Loop C

ontinuous I

mpro

vem

ent

Accounting defines the rules

ldquoHellordquo from Rob van den Wijngaard

Director Shared Service Finance and HR at University Leiden

copy BPI Business Process Integration GmbH 2019

11

1Purchase to

pay

2Order to

cash

Where are we coming from (2012)

Purchase topay

Order to cash Payroll Record toreport

Cash amp bank Management

How high canthe piles get

Keyprocesses

Cash Application ndash starting point

1 IT had programmed multiple different enhancement approaches

bull Difficult to keep the strings together

bull Strong dependency on content and layout of bank statement data

bull Only IT could change the logic by programming

bull No scaling possible

2Automation was achieved on main transactions

3Accounting had to manually resolve remaining transactions andhad to do same bookings over and over again

bull GL accounts Cost Centers Profit Centers Order Numbers WBS Elements VAT codes

Cash Application ndash Main Goals

Automation

Continuous Improvement

by Business

Support new Business

Requirements

Ensure consistent

Quality

1 Automate the Order to Cash process

bull Relief users from uninspiring tasks

2Allow continuous improvement by the business

bull IT is a great partner within University Leiden but they haveto focus on many other things than bank statements

3Ensure consistent quality in the financial ledgers

bull Complex and error-free accounting required for cash application

4Support new business requirements

bull Changeover to CAMT XML Bank Statement

What did University Leiden expect from EBS Workbench

1 Automation rate of 7075

2A lot of complex rules to be maintained

Donrsquot be afraid to start small

Testing ground

Letrsquos see

Robotize 2 of the 25 main bank accounts

And scale up quickly

Project - Automatic Cash Application in SAPreg ERP

Cash Application ndash results

1 Close to full Automation achieved for all transactionsbull Rate of 99 auto postings with complex accounting schemes was achieved during initial go-live within a week

2Continuous improvement and rollout by businessbull Rollout to remaining 40 bank accounts until mid December 2019

3Quality ensuredbull All accounting criteria maintained within EBS Workbench

4Easy adjustable and scalable solution

bull Complexity of postings disappeared

Cash Application ndash summary

1 Expectations of University Leiden regarding speed simplicity and automation have beend exceeded

2 New target is 9095 automation across all transactions companies and accounts

3 We are ldquobeyond automationrdquo ndash quality and ease of use is key

4 Implementation was done quickly further rollout is possible within days

Cash Applicationndashextract from user feedback

ldquoWhat EBS truely did for us

We gained an easy to adjust tool that can be adjusted by the end-users instead of IT-maintenance

After learning how easy it was to make rules and adjust them in EBS we are now aiming at at least 9095 automation rate

The tool gives us more time do improve our work instead of making the same booking over and over againrdquo

Arjan van Rijn| FSSC Universiteit Leiden

RPA and people become colleagues

ldquoI see more and more robots supporting their human colleaguesrdquo

RPA Project for Cash Application University of Leiden

19

rcvandenwijngaardbbleidenunivnl

Rob_vdWijngaard

Rob van den Wijngaard

andreasknopfbpi-gmbhde+49-6221-418214

httpwwwbpi-gmbhde

ldquoHellordquo from Rob van den Wijngaard

Director Shared Service Finance and HR at University Leiden

copy BPI Business Process Integration GmbH 2019

11

1Purchase to

pay

2Order to

cash

Where are we coming from (2012)

Purchase topay

Order to cash Payroll Record toreport

Cash amp bank Management

How high canthe piles get

Keyprocesses

Cash Application ndash starting point

1 IT had programmed multiple different enhancement approaches

bull Difficult to keep the strings together

bull Strong dependency on content and layout of bank statement data

bull Only IT could change the logic by programming

bull No scaling possible

2Automation was achieved on main transactions

3Accounting had to manually resolve remaining transactions andhad to do same bookings over and over again

bull GL accounts Cost Centers Profit Centers Order Numbers WBS Elements VAT codes

Cash Application ndash Main Goals

Automation

Continuous Improvement

by Business

Support new Business

Requirements

Ensure consistent

Quality

1 Automate the Order to Cash process

bull Relief users from uninspiring tasks

2Allow continuous improvement by the business

bull IT is a great partner within University Leiden but they haveto focus on many other things than bank statements

3Ensure consistent quality in the financial ledgers

bull Complex and error-free accounting required for cash application

4Support new business requirements

bull Changeover to CAMT XML Bank Statement

What did University Leiden expect from EBS Workbench

1 Automation rate of 7075

2A lot of complex rules to be maintained

Donrsquot be afraid to start small

Testing ground

Letrsquos see

Robotize 2 of the 25 main bank accounts

And scale up quickly

Project - Automatic Cash Application in SAPreg ERP

Cash Application ndash results

1 Close to full Automation achieved for all transactionsbull Rate of 99 auto postings with complex accounting schemes was achieved during initial go-live within a week

2Continuous improvement and rollout by businessbull Rollout to remaining 40 bank accounts until mid December 2019

3Quality ensuredbull All accounting criteria maintained within EBS Workbench

4Easy adjustable and scalable solution

bull Complexity of postings disappeared

Cash Application ndash summary

1 Expectations of University Leiden regarding speed simplicity and automation have beend exceeded

2 New target is 9095 automation across all transactions companies and accounts

3 We are ldquobeyond automationrdquo ndash quality and ease of use is key

4 Implementation was done quickly further rollout is possible within days

Cash Applicationndashextract from user feedback

ldquoWhat EBS truely did for us

We gained an easy to adjust tool that can be adjusted by the end-users instead of IT-maintenance

After learning how easy it was to make rules and adjust them in EBS we are now aiming at at least 9095 automation rate

The tool gives us more time do improve our work instead of making the same booking over and over againrdquo

Arjan van Rijn| FSSC Universiteit Leiden

RPA and people become colleagues

ldquoI see more and more robots supporting their human colleaguesrdquo

RPA Project for Cash Application University of Leiden

19

rcvandenwijngaardbbleidenunivnl

Rob_vdWijngaard

Rob van den Wijngaard

andreasknopfbpi-gmbhde+49-6221-418214

httpwwwbpi-gmbhde

11

1Purchase to

pay

2Order to

cash

Where are we coming from (2012)

Purchase topay

Order to cash Payroll Record toreport

Cash amp bank Management

How high canthe piles get

Keyprocesses

Cash Application ndash starting point

1 IT had programmed multiple different enhancement approaches

bull Difficult to keep the strings together

bull Strong dependency on content and layout of bank statement data

bull Only IT could change the logic by programming

bull No scaling possible

2Automation was achieved on main transactions

3Accounting had to manually resolve remaining transactions andhad to do same bookings over and over again

bull GL accounts Cost Centers Profit Centers Order Numbers WBS Elements VAT codes

Cash Application ndash Main Goals

Automation

Continuous Improvement

by Business

Support new Business

Requirements

Ensure consistent

Quality

1 Automate the Order to Cash process

bull Relief users from uninspiring tasks

2Allow continuous improvement by the business

bull IT is a great partner within University Leiden but they haveto focus on many other things than bank statements

3Ensure consistent quality in the financial ledgers

bull Complex and error-free accounting required for cash application

4Support new business requirements

bull Changeover to CAMT XML Bank Statement

What did University Leiden expect from EBS Workbench

1 Automation rate of 7075

2A lot of complex rules to be maintained

Donrsquot be afraid to start small

Testing ground

Letrsquos see

Robotize 2 of the 25 main bank accounts

And scale up quickly

Project - Automatic Cash Application in SAPreg ERP

Cash Application ndash results

1 Close to full Automation achieved for all transactionsbull Rate of 99 auto postings with complex accounting schemes was achieved during initial go-live within a week

2Continuous improvement and rollout by businessbull Rollout to remaining 40 bank accounts until mid December 2019

3Quality ensuredbull All accounting criteria maintained within EBS Workbench

4Easy adjustable and scalable solution

bull Complexity of postings disappeared

Cash Application ndash summary

1 Expectations of University Leiden regarding speed simplicity and automation have beend exceeded

2 New target is 9095 automation across all transactions companies and accounts

3 We are ldquobeyond automationrdquo ndash quality and ease of use is key

4 Implementation was done quickly further rollout is possible within days

Cash Applicationndashextract from user feedback

ldquoWhat EBS truely did for us

We gained an easy to adjust tool that can be adjusted by the end-users instead of IT-maintenance

After learning how easy it was to make rules and adjust them in EBS we are now aiming at at least 9095 automation rate

The tool gives us more time do improve our work instead of making the same booking over and over againrdquo

Arjan van Rijn| FSSC Universiteit Leiden

RPA and people become colleagues

ldquoI see more and more robots supporting their human colleaguesrdquo

RPA Project for Cash Application University of Leiden

19

rcvandenwijngaardbbleidenunivnl

Rob_vdWijngaard

Rob van den Wijngaard

andreasknopfbpi-gmbhde+49-6221-418214

httpwwwbpi-gmbhde

Cash Application ndash starting point

1 IT had programmed multiple different enhancement approaches

bull Difficult to keep the strings together

bull Strong dependency on content and layout of bank statement data

bull Only IT could change the logic by programming

bull No scaling possible

2Automation was achieved on main transactions

3Accounting had to manually resolve remaining transactions andhad to do same bookings over and over again

bull GL accounts Cost Centers Profit Centers Order Numbers WBS Elements VAT codes

Cash Application ndash Main Goals

Automation

Continuous Improvement

by Business

Support new Business

Requirements

Ensure consistent

Quality

1 Automate the Order to Cash process

bull Relief users from uninspiring tasks

2Allow continuous improvement by the business

bull IT is a great partner within University Leiden but they haveto focus on many other things than bank statements

3Ensure consistent quality in the financial ledgers

bull Complex and error-free accounting required for cash application

4Support new business requirements

bull Changeover to CAMT XML Bank Statement

What did University Leiden expect from EBS Workbench

1 Automation rate of 7075

2A lot of complex rules to be maintained

Donrsquot be afraid to start small

Testing ground

Letrsquos see

Robotize 2 of the 25 main bank accounts

And scale up quickly

Project - Automatic Cash Application in SAPreg ERP

Cash Application ndash results

1 Close to full Automation achieved for all transactionsbull Rate of 99 auto postings with complex accounting schemes was achieved during initial go-live within a week

2Continuous improvement and rollout by businessbull Rollout to remaining 40 bank accounts until mid December 2019

3Quality ensuredbull All accounting criteria maintained within EBS Workbench

4Easy adjustable and scalable solution

bull Complexity of postings disappeared

Cash Application ndash summary

1 Expectations of University Leiden regarding speed simplicity and automation have beend exceeded

2 New target is 9095 automation across all transactions companies and accounts

3 We are ldquobeyond automationrdquo ndash quality and ease of use is key

4 Implementation was done quickly further rollout is possible within days

Cash Applicationndashextract from user feedback

ldquoWhat EBS truely did for us

We gained an easy to adjust tool that can be adjusted by the end-users instead of IT-maintenance

After learning how easy it was to make rules and adjust them in EBS we are now aiming at at least 9095 automation rate

The tool gives us more time do improve our work instead of making the same booking over and over againrdquo

Arjan van Rijn| FSSC Universiteit Leiden

RPA and people become colleagues

ldquoI see more and more robots supporting their human colleaguesrdquo

RPA Project for Cash Application University of Leiden

19

rcvandenwijngaardbbleidenunivnl

Rob_vdWijngaard

Rob van den Wijngaard

andreasknopfbpi-gmbhde+49-6221-418214

httpwwwbpi-gmbhde

Cash Application ndash Main Goals

Automation

Continuous Improvement

by Business

Support new Business

Requirements

Ensure consistent

Quality

1 Automate the Order to Cash process

bull Relief users from uninspiring tasks

2Allow continuous improvement by the business

bull IT is a great partner within University Leiden but they haveto focus on many other things than bank statements

3Ensure consistent quality in the financial ledgers

bull Complex and error-free accounting required for cash application

4Support new business requirements

bull Changeover to CAMT XML Bank Statement

What did University Leiden expect from EBS Workbench

1 Automation rate of 7075

2A lot of complex rules to be maintained

Donrsquot be afraid to start small

Testing ground

Letrsquos see

Robotize 2 of the 25 main bank accounts

And scale up quickly

Project - Automatic Cash Application in SAPreg ERP

Cash Application ndash results

1 Close to full Automation achieved for all transactionsbull Rate of 99 auto postings with complex accounting schemes was achieved during initial go-live within a week

2Continuous improvement and rollout by businessbull Rollout to remaining 40 bank accounts until mid December 2019

3Quality ensuredbull All accounting criteria maintained within EBS Workbench

4Easy adjustable and scalable solution

bull Complexity of postings disappeared

Cash Application ndash summary

1 Expectations of University Leiden regarding speed simplicity and automation have beend exceeded

2 New target is 9095 automation across all transactions companies and accounts

3 We are ldquobeyond automationrdquo ndash quality and ease of use is key

4 Implementation was done quickly further rollout is possible within days

Cash Applicationndashextract from user feedback

ldquoWhat EBS truely did for us

We gained an easy to adjust tool that can be adjusted by the end-users instead of IT-maintenance

After learning how easy it was to make rules and adjust them in EBS we are now aiming at at least 9095 automation rate

The tool gives us more time do improve our work instead of making the same booking over and over againrdquo

Arjan van Rijn| FSSC Universiteit Leiden

RPA and people become colleagues

ldquoI see more and more robots supporting their human colleaguesrdquo

RPA Project for Cash Application University of Leiden

19

rcvandenwijngaardbbleidenunivnl

Rob_vdWijngaard

Rob van den Wijngaard

andreasknopfbpi-gmbhde+49-6221-418214

httpwwwbpi-gmbhde

What did University Leiden expect from EBS Workbench

1 Automation rate of 7075

2A lot of complex rules to be maintained

Donrsquot be afraid to start small

Testing ground

Letrsquos see

Robotize 2 of the 25 main bank accounts

And scale up quickly

Project - Automatic Cash Application in SAPreg ERP

Cash Application ndash results

1 Close to full Automation achieved for all transactionsbull Rate of 99 auto postings with complex accounting schemes was achieved during initial go-live within a week

2Continuous improvement and rollout by businessbull Rollout to remaining 40 bank accounts until mid December 2019

3Quality ensuredbull All accounting criteria maintained within EBS Workbench

4Easy adjustable and scalable solution

bull Complexity of postings disappeared

Cash Application ndash summary

1 Expectations of University Leiden regarding speed simplicity and automation have beend exceeded

2 New target is 9095 automation across all transactions companies and accounts

3 We are ldquobeyond automationrdquo ndash quality and ease of use is key

4 Implementation was done quickly further rollout is possible within days

Cash Applicationndashextract from user feedback

ldquoWhat EBS truely did for us

We gained an easy to adjust tool that can be adjusted by the end-users instead of IT-maintenance

After learning how easy it was to make rules and adjust them in EBS we are now aiming at at least 9095 automation rate

The tool gives us more time do improve our work instead of making the same booking over and over againrdquo

Arjan van Rijn| FSSC Universiteit Leiden

RPA and people become colleagues

ldquoI see more and more robots supporting their human colleaguesrdquo

RPA Project for Cash Application University of Leiden

19

rcvandenwijngaardbbleidenunivnl

Rob_vdWijngaard

Rob van den Wijngaard

andreasknopfbpi-gmbhde+49-6221-418214

httpwwwbpi-gmbhde

Donrsquot be afraid to start small

Testing ground

Letrsquos see

Robotize 2 of the 25 main bank accounts

And scale up quickly

Project - Automatic Cash Application in SAPreg ERP

Cash Application ndash results

1 Close to full Automation achieved for all transactionsbull Rate of 99 auto postings with complex accounting schemes was achieved during initial go-live within a week

2Continuous improvement and rollout by businessbull Rollout to remaining 40 bank accounts until mid December 2019

3Quality ensuredbull All accounting criteria maintained within EBS Workbench

4Easy adjustable and scalable solution

bull Complexity of postings disappeared

Cash Application ndash summary

1 Expectations of University Leiden regarding speed simplicity and automation have beend exceeded

2 New target is 9095 automation across all transactions companies and accounts

3 We are ldquobeyond automationrdquo ndash quality and ease of use is key

4 Implementation was done quickly further rollout is possible within days

Cash Applicationndashextract from user feedback

ldquoWhat EBS truely did for us

We gained an easy to adjust tool that can be adjusted by the end-users instead of IT-maintenance

After learning how easy it was to make rules and adjust them in EBS we are now aiming at at least 9095 automation rate

The tool gives us more time do improve our work instead of making the same booking over and over againrdquo

Arjan van Rijn| FSSC Universiteit Leiden

RPA and people become colleagues

ldquoI see more and more robots supporting their human colleaguesrdquo

RPA Project for Cash Application University of Leiden

19

rcvandenwijngaardbbleidenunivnl

Rob_vdWijngaard

Rob van den Wijngaard

andreasknopfbpi-gmbhde+49-6221-418214

httpwwwbpi-gmbhde

Cash Application ndash results

1 Close to full Automation achieved for all transactionsbull Rate of 99 auto postings with complex accounting schemes was achieved during initial go-live within a week

2Continuous improvement and rollout by businessbull Rollout to remaining 40 bank accounts until mid December 2019

3Quality ensuredbull All accounting criteria maintained within EBS Workbench

4Easy adjustable and scalable solution

bull Complexity of postings disappeared

Cash Application ndash summary

1 Expectations of University Leiden regarding speed simplicity and automation have beend exceeded

2 New target is 9095 automation across all transactions companies and accounts

3 We are ldquobeyond automationrdquo ndash quality and ease of use is key

4 Implementation was done quickly further rollout is possible within days

Cash Applicationndashextract from user feedback

ldquoWhat EBS truely did for us

We gained an easy to adjust tool that can be adjusted by the end-users instead of IT-maintenance

After learning how easy it was to make rules and adjust them in EBS we are now aiming at at least 9095 automation rate

The tool gives us more time do improve our work instead of making the same booking over and over againrdquo

Arjan van Rijn| FSSC Universiteit Leiden

RPA and people become colleagues

ldquoI see more and more robots supporting their human colleaguesrdquo

RPA Project for Cash Application University of Leiden

19

rcvandenwijngaardbbleidenunivnl

Rob_vdWijngaard

Rob van den Wijngaard

andreasknopfbpi-gmbhde+49-6221-418214

httpwwwbpi-gmbhde

Cash Application ndash summary

1 Expectations of University Leiden regarding speed simplicity and automation have beend exceeded

2 New target is 9095 automation across all transactions companies and accounts

3 We are ldquobeyond automationrdquo ndash quality and ease of use is key

4 Implementation was done quickly further rollout is possible within days

Cash Applicationndashextract from user feedback

ldquoWhat EBS truely did for us

We gained an easy to adjust tool that can be adjusted by the end-users instead of IT-maintenance

After learning how easy it was to make rules and adjust them in EBS we are now aiming at at least 9095 automation rate

The tool gives us more time do improve our work instead of making the same booking over and over againrdquo

Arjan van Rijn| FSSC Universiteit Leiden

RPA and people become colleagues

ldquoI see more and more robots supporting their human colleaguesrdquo

RPA Project for Cash Application University of Leiden

19

rcvandenwijngaardbbleidenunivnl

Rob_vdWijngaard

Rob van den Wijngaard

andreasknopfbpi-gmbhde+49-6221-418214

httpwwwbpi-gmbhde

Cash Applicationndashextract from user feedback

ldquoWhat EBS truely did for us

We gained an easy to adjust tool that can be adjusted by the end-users instead of IT-maintenance

After learning how easy it was to make rules and adjust them in EBS we are now aiming at at least 9095 automation rate

The tool gives us more time do improve our work instead of making the same booking over and over againrdquo

Arjan van Rijn| FSSC Universiteit Leiden

RPA and people become colleagues

ldquoI see more and more robots supporting their human colleaguesrdquo

RPA Project for Cash Application University of Leiden

19

rcvandenwijngaardbbleidenunivnl

Rob_vdWijngaard

Rob van den Wijngaard

andreasknopfbpi-gmbhde+49-6221-418214

httpwwwbpi-gmbhde

RPA and people become colleagues

ldquoI see more and more robots supporting their human colleaguesrdquo

RPA Project for Cash Application University of Leiden

19

rcvandenwijngaardbbleidenunivnl

Rob_vdWijngaard

Rob van den Wijngaard

andreasknopfbpi-gmbhde+49-6221-418214

httpwwwbpi-gmbhde

rcvandenwijngaardbbleidenunivnl

Rob_vdWijngaard

Rob van den Wijngaard

andreasknopfbpi-gmbhde+49-6221-418214

httpwwwbpi-gmbhde

Copyright BPI Business Process Integration GmbH 2019

The information provided in this document is confidential

No part of this publication or itrsquos content may be reproduced used shown copied shared or transmitted in any form or for any purpose without the

express written permission of BPI Business Process Integration GmbH The information contained herein may be changed without prior notice and is

not an explicit offer for software or services provided by BPI Business Process Integration GmbH

Some software products marketed by BPI Business Process Integration GmbH contain proprietary software components of other software vendors

All product and service names mentioned are trademarks of their respective companies

SAP the SAP Logo R3 mySAP mySAPcom and other SAP products and services mentioned herein as well as their respective logos are

trademarks or registered trademarks of SAP AG in Germany and in several other countries all over the world

Die Information in diesem Dokument ist vertraulich und ausschlieszliglich fuumlr den Empfaumlnger bestimmt

Kein Teil dieses Dokuments oder dessen Inhalt darf ohne schriftliche Genehmigung der BPI Business Process Integration GmbH in irgendeiner Form

reproduziert verwendet gezeigt vervielfaumlltigt oder anderen Firmen oder Personen zugaumlnglich gemacht werden Die Informationen in diesem

Dokument stellen kein Angebot fuumlr eine Software oder Dienstleistung der der BPI Business Process Integration GmbH dar und koumlnnen jederzeit und

ohne Vorankuumlndigung von BPI Business Process Integration GmbH geaumlndert werden

Softwareprodukte der BPI Business Process Integration GmbH koumlnnen proprietaumlre Softwarekomponenten anderer Softwarehersteller beinhalten

Alle Produkt- und Dienstleistungsnamen sind Marken Ihrer entsprechenden Firmen

SAP das SAP Logo R3 mySAP mySAPcom und andere SAP Produkte und Dienstleistungen und ihre entsprechenden Logos die in diesem

Dokument erwaumlhnt werden sind Marken oder registrierte Marken der SAP AG in Deutschland und in verschiedenen anderen Laumlndern

21copy BPI Business Process Integration GmbH 2019