how one global company leverages ap automation to save ... · plan, procure, pay canon solution 17...
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How One Global Company Leverages AP Automation
to Save Cost and Gain Control Bob Singh
Executive, Account Solutions Canon Information & Imaging Solutions
Sabrina Walsh
Financial Systems Analyst Canon U.S.A.
Bringing together Canon’s information management expertise and imaging technologies
Transforming organizations through
Digitization, Leading Technology,
and Experience.
Expertise in BOTH
Digital Imaging and
Business Process Automation.
Canon Information and Imaging Solutions
ACCOUNTS PAYABLE IN GLOBAL ENTERPRISES
The Most Common AP Challenges
1. Minimizing Errors: 47.1% 2. Lack of Visibility into invoices and payments: 45.4% 3. Difficulty handling, managing and finding invoices: 42.0%
Source: IOFM Whitepaper – “4 Reasons Organizations are Taking an End-to-End Approach to Accounts Payable Automation”, 2015, Sponsored by CIIS
Challenges of Complex, Global AP Operations
• Multiple locations
• Multiple business units and divisions
• Lots of vendors
• Slow approval processes
• International operations
– Multi-lingual, multi-currency invoices, shipping documents, freight, brokerage and customs charges, local tax regulations…
• Support for rapid business expansion
AP Complexity
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Source: IOFM
AP Automation for Complex Processes and Fast Growth / 07-12-2016
No standardized process
Only 55% of businesses have standardized accounts payable processes across the enterprise
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Source: IOFM
AP Automation for Complex Processes and Fast Growth / 07-12-2016
CASE STUDY– CANON USA
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1937
Year Founded
$31B Revenue
191K Employees
Canon Americas
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Nearly $10B Revenue
Over 20 divisions and subsidiaries
supported by Shared Services Finance
Over 17K Employees
Canon’s Plan, Procure, Pay Challenges
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• Automation of Project Approval Process
• Automation of Invoice Payment Process
• Dashboard Reporting
• Use of Canon Software
Project Approval Invoice
Automation Oracle Integration
& Dashboard
Payables Challenges
-AP Payment Factory
-No control Over LONG payment cycles
-No Interaction with Vendors
-Shared Service expansion
-Process not timely
-Limited visibility to upcoming Projects
-Long invoice to payment cycle
-Shared Services expansion
-No control of payment timing
-Lost discount opportunities
-Paper processes for everything
-Confusion over delegations
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Accounts
Payable
Procurement
Product
Division
Project Challenges
-Projects not being approved at the right levels
-No visibility across the organization -Questions on what has been spent where -Multiple processes
-Limited visibility to upcoming Projects
-Lost discount opportunities
-Projects not approved properly
-No visibility to projects in the divisions -No single approval process
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Product
Division
Procurement
Budget
Division
Efficiency Priorities
Technology
Borderless Services
Increased
Standardization
1
3
2
Single ERP System
Shared Services
Efficient Spend Cycle
Efficiency Priority 1
Single ERP System Implementation
• Rationalize number of legacy applications
• Follow Global Template
• Parallel Ledgers (Statutory to U.S. GAAP)
• Allow for Shared Services across the organization
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Plan, Procure, Pay Canon Solution
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Unified project and procurement system for Canon providing:
Clear Project spend to budget
Clear
Cycle Times
Mobile solution
E-approvals
Cash Discounts
Innovation and delivery of
Canon Software business value
Canon’s Plan,
Procure, Pay
“Uberification”
Corporate Authorization
Standard
Optical Character Recognition (OCR)
Data Extraction & Business Rules
Invoice Header & Line Item Processing
Intelligent
Data
Capture
Plan, Procure, Pay
Project Information Gathering Tool; Templates
Automatic Approval (Business) Workflow
Enterprise Content Management
Allowing System Components to “Talk”
Business Logic & Processing
Dashboards - Visibility Into Projects & Metrics
Integration with
the organization’s
native
ERP system
Workflow
Management
Middleware
Capabilities:
Cash discounts
Dashboards One Process for
all Departments
Easier expense
control and
compliance
Expense control
and visibility
throughout the
process
Reduction in
Cycle Times Standard
Authorization
More efficient
workflow
Advantages of Plan, Procure, Pay
Efficiency Priority
Expand Shared Services
• Shift FTEs and Budgets to value-add activities
• Multifunction Business Services (IT, Finance, HR, Procurement)
• Automate where possible, increased standardization
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Efficient Spend Cycle
• Standard Process
• Visibility and mobility
• Few clicks to buy, clear pricing, clear cycle times
Efficiency Priority
Transform Plan, Procure, Pay
into a High Value Process
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Vendor Consolidation
• Consolidate vendors (every 3 vendors into 1)
• Double the number of invoices processed by each Accounts Payable FTE.
• Default new vendors to early payment discount program.
Efficiency Priority
Transform Plan, Procure, Pay
into a High Value Process
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Project Expense Visibility
Identify commitments prior to spending
Quick Insight into where spending is
taking place
Clear Cycle Times
How many invoices
processed in a time
period
Search by supplier,
approver, AP processor
Clear Cycle Times
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Simplify Document Entry
Multifunction Device
System Change
• Integration with ERP system.
• Visibility into AP process and project-based planning
Process Improvement
• Reduce cycle time
• Ensure PO Compliance
• Auto-pay if PO and invoice match
• Standardized Process
Vendor Consolidation
• Preferred vendors for best terms and pricing
• Expand usage of POs
• Easier identification of vendor specialization
Results of AP Automation
Before After
11 days Project approval
8 days Requisition to invoice
5 days Project approval
5 days Requisition to invoice
AP AUTOMATION SOLUTION
Automated Process - Overview
Process Payments Receive, Scan, Extract
Service / Product Requestor
EIP
Verification User Interface
Data Extract
Data Verification
Create Voucher
Invoice Received
AP Analyst
Approval workflow
Workflow User
Interface
Supplier Invoice
Process Payments
AP Team
Start End
Notification Notification
Manage & Follow up
Available management reports • Workflow escalation process
if invoice is not approved timely
– Notification emails
– Manager escalations
– AP team escalation dashboard
– OCR Metrics
– Pending invoices
Purchase requisition workflow • This will be an approval chain, the
chain is determined based on Approval Limit configuration and the Organization configuration.
• For example if Amount = 300,000, PM, Manager, Director and EVP need to approved.
Invoice receipt – Capture from email inbox
• Capture of PDF and Excel invoices from e-mail. – Email fetcher can be
configured for several inboxes
– Email fetcher will allow vendors and others users to email invoices in PDF or Excel format
– Email fetcher will start the process, no one will need to print and scan the invoice
What data fields can be captured? • Capture & Validation of invoice
information as required. – Our soltuion can capture all of the fields required
by your requirements for example
– Determine PO or non-PO invoice.
– Determine if invoice requires approval
Field name IRIS Populate method Vendor Id Identified based on address match of the
vendor against the master data. Invoice Date
Extracted from Invoice based on the most recent date or as invoices are trained.
Invoice Number
Extracted from Invoice based on the label or as invoices are trained
Gross Amount
Extracted from Invoice.
PO Number Identified based on PO number of the vendor identified above.
Scan Date Prefill with Scan Date Legal entity name
Identified based on address match of the Org
Bank account
Based on vendor master data
Net Amount Extracted from invoice VAT amounts
Extracted from invoice
Line item details
Validated against purchase order
Invoice PO Matching • Identification of PO invoices
and matching with PO and receipts – Handling of matching to partial PO’s
for multi-line invoice and what occurs if PO doesn’t match invoice
– Method of accessing open PO’s (open line items on PO)
Invoice coding – Non PO invoices
• Ability for approver to change invoice coding
• Ability to code invoices with multiple account coding and allocate to multiple accounts
Approval process on mobile devices • Ability to view and approve invoices via multiple platforms such as
laptop, tablet or mobile
• Mobile functionality available while not on corporate network or VPN
Approval process • EIP Approvals workflow can be
configured to route approvals – Secure electronic approvals
– Ability for approver to add description/comment if desired
Available management reports • Workflow escalation process if
invoice is not approved timely
– Notification emails
– Manager escalations
– AP team escalation dashboard
– OCR Metrics
– Pending invoices
AP AUTOMATION EXPERTISE
Mobile Devices
A Single Platform for All Your Document-Intensive Processes
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CIIS Capabilities
1. Consulting
Deep understanding of AP
Expertise in ERP
2. Technology
Image Capture/Creation
Data Extraction
Middleware Platform
Content Management
3. Delivery
Customization
Implementation
Training/Change Management
CIIS Capabilities
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Thank you!
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