oracle ap/po in the shared services environment management production and control systems
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Oracle AP/PO In the Shared Services EnvironmentManagement Production and Control Systems
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Overview
UPS implemented their Oracle Self Service Procurement application in 1997. At the time of implementation, 70+ Accounts Payable sites were used to pay their bills, along with multiple purchasing locations. Today, UPS has only one Procurement Shared Services office handling all of the Accounts Payable and Procurement for all of the domestic U.S. UPS processes approximately $10 billion annually through the AP/PO application with 115 employees, including management, in the Shared Services office. UPS continues to add users to their Self Service Procurement through acquisitions (Menlo, Overnite, etc) without having to add additional permanent staff by leveraging a customized workflow applications that works in conjunction with Oracle to streamline the work processes.
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Agenda
•ENTRA
•Web
•AIMS
•Help Desk
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ENTRA – Enterprise Network Tracking and Reporting Application
Management Production and Control
• Enterprise Network Tracking and Reporting Application
• SQL Server tables Visual Basic User Interfaces
• 100+ daily loads and batches to facilitate the workflow for Shared Services and iProcurement Users
• Facilitates workflow in work areas
• Leverages what Oracle does well
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ENTRA
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ENTRA (Enterprise Network Tracking and Reporting Application)
Vendor Management
• Automated vendor downloads
• Duplicate Vendor checks before loads
• Audits for duplicate vendors
• Local (Emergency) Purchase Order Notification Dispatch and Control
• Enhanced Vendor Lookup
• Multiple Audits for file accuracy
• Management Reporting and dispatch
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ENTRA
Fuel
• Tracks fuel savings
• OPUS
• Taxation
• Management Reporting
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ENTRA
Purchasing Support
• Item add audits
• Usage reports
• Frequency reports
• BPA audits and control
• Copier, Fax, Business Card, and Relocation Tracking
• Management Reporting
• Catalog Items audit and control
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ENTRA
Supply and PE Purchasing
• Procurement Ordering System
• Expedited Ordering
• Purchase Order closing automation
• Purchase Order exception processing
• Management Reporting
• Workflow monitoring
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ENTRA
AP Processing
• Enhanced Vendor Lookup
• Purged Invoice Lookup (14mo in Oracle)
• AP Batch Edit list
• ACS (outsourcer) Batch file
• Enhanced Item Lookup
• Control lists (approver overrides, etc)
• Management Reporting
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• Enhanced Duplicate Payments
• Enhanced Vendor Lookup
• Purged Invoice and Check information
• Check file to bank
• Bank Check Copies
• ACH advance notifications
• Management Reporting
ENTRA
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ENTRA
• Customized Receiving Holds Mailer
• Oracle Invoice Holds dispatch and control
• Contacts list and self service updating
• Automation of ACS (outsourcer) Invoice Gateway Logs for exception processing
• Automated Statement Processing and Control
• Management Reporting
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Procurement Services internal Web.
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Web
• One consolidated place for all forms
• User Guides for processing
• Lookup tools to facilitate processing
• Procurement procedures and policies
• Web reports to monitor compliance and processing
• Procurement links for external sites
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Procurement Services Web
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AIMS
Automated Interchange Management System
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AIMS
• e-Enable any vendor (without use of VAN)
• ACH advance notice
• PO to vendor any a variety of formats
• Order Status including tracking information, shipment status, serial numbers, warranty information, etc.
• Invoice received in MS Excel format.
– Validated for exceptions and process “keys”
– Errors returned to vendor for corrections
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UPS Procurement Services Help Desk
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Help Desk
•Consolidated Help Desk for all Procurement Inquiries
– Payments
– Status of Orders
– System inquiries
– Procurement procedures and policies
– ID/Password Resets
– Etc.
•Via Phone and email
– Emails are automatically logged and dispatched
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Help Desk
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Thank you
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