BACKGROUND: TAMING OPERATIONAL COMPLEXITY

MTU America is a subsidiary of Rolls-Royce Power Systems and one of the world’s leading suppliers of engines and propulsion systems for off -highway applications and distributed power generation systems. MTU America’s diesel engines and onsite energy systems can be found in a broad range of applications from mine haul trucks, military vehicles and marine vessels to hospitals, data centers and universities.

The company wanted to replace an existing paper-based vendor invoice management process that had insuffi cient controls and was highly labor-intensive.

In addition to the accounts payable staff , more than 600 employees were involved in supplier invoice approvals. The impact of this cumbersome manual process reached across the organization -

way beyond the jurisdiction of the accounting department.

To complicate matters further, the company had undergone a number of acquisitions, mergers, and divestitures over the past 10 years, which had increased operational complexity.

Furthermore, an international manufacturing, distribution and service model means that MTU America’s suppliers are located all over the world and deal in multiple currencies.

Global power systems manufacturer speeds invoice processing 75%Accounting offi ce eliminates paper-based bottlenecks, reduces risk, and more than doubles the number of supplier invoices processed each month - with no change to staff .

A powerful all-in-one platform for workfl ow automation, electronic forms and document management solutions.

A/P AutomationSuccess Story

MTU America is home to power brands – MTU diesel engines, MTU Onsite Energy distributed energy systems and L’Orange fuel-injection systems – throughout the United States, Canada, Mexico, Latin America and the Caribbean.

JobRouter hashelped us be more effi cient and improvedsupplier relations.

JobRouter: A/P Workfl ow Case Study2

100% LIABILITY TRACKING AND PROCESS TRANSPARENCY

75% INCREASE IN EMPLOYEE PRODUCTIVITY

INTEGRATION AND EXTENSION OF ERP SYSTEM

AUTOMATED EXCEPTION HANDLING FOR INCOMPLETE OR INCORRECT INVOICES

VERY RAPID IMPLEMENTATION

IMPROVED CASH MANAGEMENT

SECURE ACCESS TO ALL INVOICES AND RELATED SUPPORTING DOCUMENTS

BENEFITSTECHNICAL CHALLENGE: SAP VALIDATION RESTRICTIONS

MTU America utilizes SAP as its enterprise software solution; however, SAP’s stringent invoice input validation requirements prevented the company from posting a signifi cant number of invoices.

Invoices were rejected for having incomplete, inconsistent, or incorrect information when reconciled with purchase orders. As a result, there was no way to track the company’s invoice liability within SAP.

Customizing SAP to meet MTU’s needs would have been very expensive and time consuming.

BUSINESS CHALLENGE: PRODUCTIVITY BOTTLENECKS AND INCREASED RISK

MTU America was receiving approximately 200 invoices per day; these were all manually processed, resulting in accounting staff spending time tracking down

errant invoices and performing non-core tasks, rather than accounting functions. Accounts payable staff would manually route invoices to approvers using a variety of methods.

Once the invoice left accounting, there was no standard, consistent process to manage the approval procedure. Accounting staff spent a signifi cant amount of time checking on the progress and status of approvals, and were unable to provide vendors with the status of invoices in a timely manner.

A large, but undefi ned, number of paper invoices were constantly in-transit between departments and approvers, with no audit trail. The process also introduced risk with regards to incorrect or duplicate payments to vendors, late fees, inability to take advantage of early payment discounts, and potential liability issues.

The Challenge

— MTU America Inc.

A new end-to-end A/P workflow increases productivity, improves cash flow, lowers costs and seamlessly integrates with ERP system (SAP) for better control, visibility and transparency.

JobRouter: A/P Workflow Case Study 3

JOBROUTER CHOSEN AS BPM AND WORKFLOW PLATFORM

Business process consultants from managed service provider Secure-24 conducted a multi-day workshop with MTU America to define the best practices for their invoice management process. The output of these workshops was to clearly define the workflows needed and to reengineer and optimize the process.

Because of the large number of invoice disputes, particular emphasis was placed on sub-processes for exception handling.

After consensus was reached on the new workflow design and its integration with SAP, the JobRouter Suite was selected as the Business Process Management and workflow platform to develop a custom application for their A/P process.

Using JobRouter allowed rapid application development, providing MTU with a quickly deployed solution. The project was implemented within weeks, rather than the months it would have taken to customize SAP or integrate a third-party product.

The newly implemented Accounts Payable workflow is completely automated and fully compliant with applicable legal and security requirements.

COST EFFECTIVE AND SECURE PRIVATE CLOUD DEPLOYMENT

MTU did not want to run the new A/P system on-premise. By choosing a cloud implementation, they placed their system in Secure-24’s state-of-the-art data center, managed and operated with the highest standards of security, compliance, and application availability.

The Solution

For more information, contact your Certi� ed JobRouter Partner:

Brent BrandmayrManager, Document Management DivisionJ&H, Inc.

Bbrandmayr@jhoe.com406.586.3103www.jhoe.com

www.JobRouter.com

© 2014 – BPS-24, LLC. All given product information refl ects the current version of JobRouter. This brochure is subject to change without notice. Trademarks of other companies/ manufacturers are acknowledged. (140104)

ADDITIONAL DOCUMENT SUPPORT SERVICES

Secure-24 further supports MTU with added document conversion and management services. Invoices are physically picked up at the customer site, then scanned, indexed, and stored in a document management and workfl ow system on a daily basis.

NEW WORKFLOW SPEEDS PROCESSING AND PROVIDES CONTROL AND VISBILITY

Once invoices are input into the new A/P system, the workfl ow automatically checks for duplicate invoices and correct purchase order assignment. It routes the invoice to accounting for reconciliation with open purchase orders and goods receipts, then on to the appropriate individual and department for approval.

Automatic workfl ow escalation and alarming ensures that invoices are processed expeditiously, and all invoices waiting for an approver also appear in the appropriate reports that are available for supervisors.

The new A/P workfl ow solution has signifi cantly decreased the amount of time required to process an invoice and has immediately provided MTU with signifi cant cost savings.

Accounting staff can quickly access all invoices electronically, and view and track the status. They can also track invoices by supplier and generate monthly and ad hoc reports.

This solution enables MTU America to be fully compliant, have a thorough audit trail and reduces the liabilities associated with invoice management.

JobRouter: A powerful all-in-one platform for workfl ow automation, electronic forms and document management solutions.

RESULTS:

• More visibility and control• Better cash fl ow management• Improved bottom line• Early payment discounts• Less late payment penalties• Regulatory compliance• Fewer errors• Reduced fraud risk• Increased productivity

SOLUTION PROVIDERS:

About JobRouter

JobRouter is a full-featured, easy-to-use and extremely powerful business process, case management and workfl ow automation software platform. Designed to help any size organization transform their human workfl ow processes into dynamic web-based process applications, JobRouter is distributed in North America by BPS-24 through a network of business process consultants and technology experts. Learn more at www.jobrouter.com.

About Secure-24

Secure-24 is a premier provider of hosting and cloud services, managed IT operations and business process outsourcing solutions - providing highly available environments and expert management and support for your business critical applications. Find out more at www.secure-24.com.