“capitalize on your content” webinar 3 simple steps...

“Capitalize on Your Content” Webinar3 Simple Steps to Optimize Order-To-PayLeverage the OpenText Suite for SAP

Webinar, February 2014 Matthias Nießen Tom Walker

OpenText Webinar. ©2014 All Rights Reserved. 2

OpenText for SAP Procurement & Finance Campaign„Capitalize on Your Content“

Assure an accurate and optimal source to settle process

This campaign focusses on bringing Procurement and Financialprocesses and data together. When we talk about Procurement Excellence we think about how to… Increase stakeholder communication Manage bid process with qualified suppliers Decrease maverick buying Shorten contracting cycle Enhance communication with LoB and strategic supplier Eliminate automatic contract renewals & establish long-term contracts Reduce manual, paper-based processes Assure compliance

When we talk about Financial Excellence we think about how to… Integrate the management of financial data and documents Provide seamless collaboration for SAP and non-SAP users Optimize and automate for process transparency Maintain documentation security and compliance Replace human touch points with business rule processing to eliminate fraud


OpenText for SAP Procurement & Finance Campaign

Find out more:• Campaign Website: http://campaigns.opentext.com/content/sap-fap-home-en• Whitepapers• Video• VIM Calculator• References


Barriers to achieving success in Order to Pay

Organizational

Disconnected processes

Technology

Insight and Control


# of invoices processed per FTE

Order to Pay – Key performance indicators you should take care of

% 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


Excellence requires close collaboration between Procurement and Finance


Order to Pay Process

Process/Review

Requisitions

Approve Requisitions

Solicit/Track SupplierQuotes

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

1) Create Perfect Orders


A perfect order is shipped complete, on time, damage-free, to the correct destination

How can the customer contribute?


What you need to do:

Provide all information in a concise, unmistakable way

Collaborate and communicate efficiently with the supplier in case of questions

Provide transparency about confirmations and shipment notifications to everybody involved

2) Receive Invoices Efficiently


Identify the best way that benefits you and your supplierIt is not one size fits all: Some suppliers even don‘t have computers and need to

send paper A simple PDF sent via e-mail can be viable for many

small suppliers E-Invoicing mandates in countries like Brazil, Chile,

Mexico, Turkey need to be supported EDI for high volume suppliers Supplier portals are available to upload invoices, enter

invoice data or simply flip a PO or contract into an invoice Business commerce networks like Ariba, GXS, OB10

• Individual invoice formats / layouts• Incomplete information

• 100s of XML formats

• Complex IDoc processing

• Connection issues / communication


To follow the strategy, you need the right software1. World class free-form OCR

2. Flexible XML transformation

3. IDoc – mapping

4. Direct integration into the Ariba Network (and others)

3) Optimize Invoice Processing


Optimize before you automate

Evaluate the desired “to be”

Is it best practice?

Does best practice need to be mitigated for most common or most practical?

Only automate after optimization to prevent automation of bad process


Drive process with business rules

Humans may not be there

Humans may not be consistent

Humans may not pay attention


Drive process with business rules

Business rules always follow the “3Rs” Right information – business rules

always evaluate…they don’t sleep Right person – they don’t forget

who needs to be ask when there is a problem Right time – computers don’t sleep,

go to lunch or become pre occupied.They always immediately see the problem route to the right person and provide links to info that is needed to be known.


SAP Invoice Management Business rules, roles & actions are fully preconfigured


Business rules, roles & actions are fully preconfigured – changes are configured in SAP


Report on the process

Not enough to optimize and automate the process In fact automation often creates more of a “black box” issue

Intelligent reporting transposes data into information

Reporting eliminates need to interrupt others for information

Financial visibility increases profits and control

Reporting promotes compliance and helps to eliminate fraud

Most important, reporting shows when the process is not working and needs changes.


Trend analysis shows results of continuous process improvement


As a result: 1) You will reduce working time and cycle time

Invoices are less frequently touched

Tasks are “spot-on”: Offering the right information and actions at the right time

Pending tasks are started earlier


As a result: 2) You meet highest compliance standards

Segregation of duties by design

Full audit of all steps

All data and content is managed and stored in SAP


As a result: 3) You eliminate technology clutter

One platform: SAP

Proven technology

Simple maintenance


Questions?

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What’s the value of OpenText EIM ?

Where do we deliver solutions? How do we drive value?

CONTENT & PROCESS Document management cost Review and approval process Search & Discovery costs

Cost

Business Transformation

INFORMATIONREPOSITORY

Improve process compliance Secure records management Manage regulated processes

Compliance

Content Lifecycle Mgmt.

USEREXPERIENCE

Accelerate business decisions Accessibility & Collaboration Streamlined Communication

AgilityCollaboration

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