invoice automation in a global shared service setting ... · workflow functionality for approval,...

May 19-21, 2019 | Walt Disney World Resort®, FL

SESSION TITLE

SPEAKER NAMES

Invoice Automation in a Global Shared Service Setting

Roderick Fields – JBT CorporationLouise Perchinsky – PNC Bank

May 19-21, 2019 | Walt Disney World® Resort, FL

Why Invoice Automation?

May 19-21, 2019 | Walt Disney World® Resort, FL

How do we climb the mountain?

May 19-21, 2019 | Walt Disney World® Resort, FL

One JBT: A Sustainable Growth Culture

May 19-21, 2019 | Walt Disney World® Resort, FL

Elevate Life

May 19-21, 2019 | Walt Disney World® Resort, FL

Where were we in 2015Prior to Shared Services (180k invoices/year all paper) 24 FTE processing AP in 15 BU’s = 7500 inv/FTE

11,100 inv/FTE 3,750 inv/FTE

May 19-21, 2019 | Walt Disney World® Resort, FL

Where were we in 2015

Prior to Shared Services

ERP

ACH

Matched PO inv.

Unmatched PO inv.

Non PO inv.

Supplier Paper or e-mail based routing

Bank

May 19-21, 2019 | Walt Disney World® Resort, FL

IT Landscape before Invoice Automation

JDE9.02

GP 9.0

Syteline 7.04.20 SL9

Infor Visual

Quickbooks

Syteline 7.05.20

Syteline 7.05.20

Syteline 7.05.20

Syteline 7.05.20

Syteline 7.05.20

Syteline 7.05.20

Syteline 7.05.20

Syteline 7.05.20

MovexSL5 / Exact

SAPTimber

line

May 19-21, 2019 | Walt Disney World® Resort, FL

Where are we in 2019With Shared Services

Indexing

Invoice Automation

ERP

Non-PO Inv.Appr. & Coding

ERP Inv.

Entry

Approver/Buyer

Invoice Matched

E-invoiceSupplier Self Service

Paper Invoice

OCR

Resolution

Entry Discrepancies (i.e. PO not found, GR not found, Price Discrepancy)

VoucherForPay

Goods Receipt

ACHSupplier

Bank

May 19-21, 2019 | Walt Disney World® Resort, FL

Where are we in 2019With Shared Services (350k invoices/year) 28 FTE processing AP in 24 BU’s = 12,500 inv/fte

18,100 inv/FTE 7,100 inv/FTE

May 19-21, 2019 | Walt Disney World® Resort, FL

Timeline

Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4

NASSC

Initial 8 BU's - Simple Integration

7 BU's to Full integration

ERP Migration 1

ERP Migration 2

ERP Migration 3

ERP Migration 4

ERP Migration 5

ERP Migration 6

Acquisition 1

Acquisition 2

Acquisition 3

ESSC

1 BU Simple Integration

1 BU Full Integration

2 BU's Simple Integration

4 BU's Full Integration

2016 2017 2018 2019

May 19-21, 2019 | Walt Disney World® Resort, FL

IT Landscape

JDE9.02

GP 9.0

Syteline7.04.20 SL9

Infor Visual

Quickbooks

Syteline7.05.20

Syteline7.05.20

Syteline7.05.20

Syteline7.05.20

Syteline7.05.20

Syteline7.05.20

Syteline7.05.20

Syteline7.05.20

MovexSL5 / Exact

SAPTimber

line

SSC SFTP

Invoice Automation

Payment Manager

May 19-21, 2019 | Walt Disney World® Resort, FL

2 Different Integration types

• Simple integration – (2-3 months per company code)

Allows very low IT requirements (2 files), allows for use of Workflow functionality for approval, compliance and invoice retrieval. All invoices are still manually input into ERP’s

• Full Integration (5-7 months per company code)

High IT requirements (14 Files), allows for accounting validation, automated PO matching, and Automated vouchering in addition to approval workflows, and invoice retrieval

May 19-21, 2019 | Walt Disney World® Resort, FL

Implementation Strategy

• North America – started with Simple Integration among 6 BU’s, for rapid win to get all invoices in a shareable workflow tool, with invoice approval and tracking, 8 months later moved into Full integration for 2 primary ERP systems. Remained on simple integration for smaller ERP’s or ERP’s that were being upgraded within 18 months.

• Europe – Started with Full integration for ERP systems in which already had Full integration interfaces in the US, and for Remained on simple integration for smaller ERP’s or ERP’s that were being upgraded within 18 months.

May 19-21, 2019 | Walt Disney World® Resort, FL

Was it worth it?

• Short answer is “Yes”

– Improved Customer Service, accountability, paid on time, compliance

– Improved Productivity

– Standardized processes and eased cross training

– Availability of data and transparency

May 19-21, 2019 | Walt Disney World® Resort, FL

Are we there yet?

• Continuous improvement needed

– Still need to work on implementing/expanding additional functionality (i.e. automated coding, increased e-invoicing adoption, improved supplier matching, etc.)

– Still have IT interface issues due to our complex and decentralized IT landscape.

May 19-21, 2019 | Walt Disney World® Resort, FL

Path to Victory

May 19-21, 2019 | Walt Disney World® Resort, FL

On-Time Delivery Includes

May 19-21, 2019 | Walt Disney World® Resort, FL

Questions & Discussion