neeraj gakhar

8/3/2019 Neeraj Gakhar

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SAP Doc ument Acc ess

Faster and Effective AP and AR Processes

Neeraj Gakhar

Date: Thursday, 28th May 2009


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The Chal lenge of Unstruc t ured Content

Unstructured

Structured

Unstructured

Structured

90%

10%

About 90% of business content isunstructureddriving higher handling costs Operating costs and cost per transactionare too high, affecting profitability Business continuity and compliance are atrisk due to problems handling unstructuredcontent

About 90% of business content isunstructureddriving higher handling costs Operating costs and cost per transactionare too high, affecting profitability Business continuity and compliance are atrisk due to problems handling unstructuredcontent


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SAP 2007 / Page 3

User SAP

InterNet

App 1App 2

Where do I save what?Where do I maintain what?

Where do I find what?

Filesystem

Infrastructure

How do we manage document growth

How do we reduce dupplicates

How do we optimize backup & restore times

How do we relieve the Business Systems

Where are the documentsrelated to my transaction?

Where do I find the datarelated to the document?

Paper

How do we organize the data & documents?

How do we allow access to documents accross application boundaries?

How do we collaborate with external and internal people?

How do we track compliance and risk and manage the document lifecylce?

Application

How

canwe

provide

Data&Docu

mentswhen

theusersne

edsthem

SAP

InterNet

App 1App 2

App 3

Filesystem

I ssues o f unst ruc tered document s in the

c ontex t o f your bus iness processes


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Bus iness and IT prob lems Increas ing cost s

and r isks

Disconnected structuredand unstructuredinformation

Scattered Information

Low Process Efficiency Regulatory Compliance

Increasing costs Paper Based Processes


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What does Sap Docum ent Ac c ess of fer?

Secure & CompressedData Archiving

Scanning, Mail, Fax,Desktop integration

Connect: Document/MailArchiving

360 degree view

Legacy decommissioning Upgrade/Switch to SAP

Compliance Retention

Management


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Connect : Improving Operat ional Ef f ic ienc y and

Product iv i ty

Pain

Difficult to manage high volume, paper-based AP

processesEvery invoice passes through several people forreview/approval

Lower efficiency, missed due dates, missed cashdiscounts for early payment and late fees

Accounts Payable: Increased Process Efficiency -Taking Advantage of Cash Discounts

Scans paper documents, electronic documents and email, securely archives them and integrates them with SAPtransactions and workflows

Fast and easy access. Few examples below

Solution by SAP Archiving and Document Access

Invoice document conversion to electronic format Integrating it with the SAP workflow as an electronicdocument

Instant access to the invoice document

Reduced paper transport times and AP process moreefficient

Works very well in Shared Services scenario as well

Typical Cost Savings by Automated AP Solution


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Connect : Improving Operat ional Ef f ic ienc y and

Product iv i ty

Scans paper documents, electronic documents and email, securely archives them and integrates them with SAPtransactions and workflows

Fast and easy access. Few examples below

Pain

Inefficient collection process long collection time,

increased bad debt & eroded bottom line revenue AR dept needs info from many sources to solveproblems, which prevent customers from paying

Needs account info generated throughout theorganization to facilitate timely collection

Ends up manually pulling relevant documents frommultiple departments & systems, query colleagues andwait for information to be faxed or sent

Accounts Receivable: Increased Profitability - ReduceAR outstanding & bad debt write-off - Improve credit line

Solution by SAP Archiving and Document Access

Link order information as soon as it is entered orscanned into the system to corresponding customer info

AR staff simply needs to enter basic customerinformation to access related information

Reducing the time spent manually looking forinformation scattered across multiple systems


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SAP Doc ument Ac c ess by Open Text

I Cal l I t Dat a Arc hive Plus

Online Data

Offline Data

Simple retrieval ofOffline-Data

In context of completebusiness process and

online data

Online Data = Data inSAP database

Offline Data = archivedSAP data (not in SAPdatabase any more)

SAP 2007 / Page 8


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Ac c ounts Payable

SAP 2007 / Page 9


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Acc ounts Rec e ivable

SAP 2007 / Page 10


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Doc ument Ac c ess by Open Text

Legacy Dec omm iss ioning:

SAP 2007 / Page 11

SAP Document Accessby Open Text

Legacy System(Host)

SAPDocument

AccessCOLD Module

Print Lists,Documents

Indices

Access

toPrin

tLists

andDoc

uments

Enterprise Archiveby Open Text


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SAP Invoic e Management

by Open Tex t

Invoice reconciliation done efficiently

Neeraj Gakhar

Date: Thursday, 28th May 2009


13/31

Does th is sc enar io look fami l iar?

CEOOur cost of capital andmaterial costs are too high.

CFOMy cost of accounts payables isnot state-of-the-art and neither isour cost of goods purchased.Financial Analyst

Use of cash discounts is

low, cost of capital is rising.

SupplierDoing business with thatcompany is difficult as theyare unable to tell when theypay their invoices.

AccountingWe cannot say which invoices we have receivedacross different departments and we have nocontrol over the time-to-payment.

PurchaserWe could lower the cost of goodsif we could make systematic useof cash discounts.

Accounts PayablesWe spend more than 50% of ourtime responding to calls andemails from suppliers requestingstate of invoice or complainingabout late payment.

Is this organization prepared to:

Increase process efficiency

Reduce finance operating costs

Make use of cash discounts

Is this organization prepared to:

Increase process efficiency

Reduce finance operating costs

Make use of cash discounts

SAP 2008 / Page 13


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Bus iness and IT prob lems Increas ing cost s

and r isks

Cost per Invoice Credit Rating

Low Process Efficiency Regulatory Compliance

Inaccurate Reporting No dashboard view of AP

Error-Prone Scattered Info: GR, PO, Invoice


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Non-SAPBackend

Backend

Backend

SAP Invoic e Management by

Open Text Arch i t ec t ure

Post

Post

Post

Archiving (HTTP Content Server)e.g. SAP Archiving by Open Text Archive Server

EDI Crossgate

SAP PI (XI)

Scanning

e.g.SAP Archiving

by Open Text

EnterpriseScan

FAX

Paper

SAP 2008 / Page 15

Scanni ng Interpret ati on Process allincoming invoices

Automaticallypost invoices

Processexceptions

Clearingexceptions

Comments Automaticallypost invoices

Resolveexceptions

InvoiceInterpretation

InvoiceMonitoring

InvoiceClosing

CollaborationInbox(incomingmail / fax)

Archiving

OCR front-end (Dec 2 008) ERP

Transform

Payment

Payment

Invoice Cockpit

MONITOR WORKFLOW MONITOR AP / FITRANSFORMPREPARE


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Autom at ed paper-t o-post i nvoice m anagement

Process allincoming invoices


Processexceptions

Clearingexceptions


Resolveexceptions

InvoiceMonitoring

InvoiceClosing

Collaboration

ERP

Payment

Payment

Invoice Cockpit

MONITOR WORKFLOW MONITOR AP / FI

Scanning Interpretation


Inbox(incomingmail / fax)

Archiving

OCR front-end (Dec 2008)

Transform

TRANSFORMPREPARE

SAP 2008 / Page 16


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Scanning Interpretation Clearingexceptions


Resolveexceptions


InvoiceClosing

CollaborationInbox(incomingmail / fax)

Archiving

OCR front-end (Dec 2008) ERP

Transform

Payment

Payment

Invoice Cockpit

WORKFLOW MONITOR AP / FITRANSFORMPREPARE

Process allincoming invoices


Processexceptions

InvoiceMonitoring

MONITOR

SAP 2008 / Page 17


18/31

Document p rocessing dupl i ca te c heck

SAP 2008 / Page 18

Familiar SAPLook & Feel

Early &AutomatedDuplicateDetection

Automated orManual Data

Entry

ImmediateData

Validation


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Exc ept ion process ing pr ice d iscrepancy

SAP 2008 / Page 19

One-clickAccess toSupportingInformation

CompleteProcessHistory

Role-BasedProcess

Options

BestPracticesExceptionHandling

TransparentRole-Based

Routing


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Ex c ept ion Handl ing Rout ines (Pre-c onf igured)

SAP 2008 / Page 20


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Scanning Interpretation Process allincoming invoices


Processexceptions


Resolveexceptions


InvoiceMonitoring

InvoiceClosing

Inbox(incomingmail / fax)

Archiving

OCR front-end (Dec 2008) ERP

Transform

Payment

Payment

Invoice Cockpit

MONITOR MONITOR AP / FITRANSFORMPREPARE


Clearingexceptions

Comments

Collaboration

WORKFLOW

SAP 2008 / Page 21


22/31

Slide 22


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Slide 23


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Analyt ics and monit or ing

SAP 2008 / Page 24

Analyze KPIs

with SAPGraphics

Analyze Using

Over 50Criteria

Full Access toSAP Functions

CompleteOverview of All

ProcessedInvoices

Your Choiceof Reporting

Currency

Total ProcessSummary

One-ClickAccess to

Invoice Details


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Stat is t i c s and Graphs - Grouping

SAP 2008 / Page 25


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Liabi l i ty repor t

SAP 2008 / Page 26

AnalyzeLiabilities for

AccurateAccruals

Full Access toSAP Functions

Assess

Liability byGeneral

Ledger andCost Object

SupportsAudit for

Accrual Entry


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Benef i ts you ga in t hroughout t he ent i re

invoic e management proc ess

Familiar SAP Look and Feel

Full Access to Familiar SAP Function

and graphics (somewhat related to

above) provide

One-Click Access To

User Friendly GUI/screens/dialog

boxes make it easy to

Role-based routing

Automated routing

SAP 2008 / Page 27

Standard SAP tools are included for sort, filter, print, email, export

Complete history of all processed invoices

Summary overview of invoices, including the number of and value ofinvoices

Audit history with comments

At-at-glance reporting

Approval history at a glance

Approve or reject data

Prior approvals

Locate necessary supporting documentation, including invoice image,purchase order, goods receipt, SAP invoice, comments and completehistory

Process data Analyze data Comment on data

Validate data

Accurate team review, resolution and approval

Efficient processing


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What your Finan c e Shared Serv ices Organizat io n

gains f rom SAP Invo ice Managem ent by Open Text

SAP 2008 / Page 28

Cost

Cost of errors drastically reduced

Costly focus and follow-up on numerousstatus calls and complaints from suppliersavoided

Need to install more instances whenadding countries avoided through localization

Risk

One place to monitor all invoices

Platform for central service delivery, enabling selective process harmonization

Transparent routing of invoices to process constituents across the corporation

Quality

Processing capacity grows with volume, without need to grow headcount proportionally

Consistent service provision adhering to KPIs and SLAs


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Suppor t large and/or d is t r ibut ed

organ izat ions w i t h t ransparent rout ing

Shared Service CenterAP clerk in Russia

Routes to buyer in US

Routes to approver in Argentina

Approver inArgentina gives OK

Buyer in USsolves exception

Invoice received inLondon, UK

Is scanned

Workflow in SSC inRussia started

22

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SAP 2008 / Page 29


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Select ed SAP Custom ers operat ing

SAP Invoic e Management by Open Tex t

SAP 2008 / Page 30


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Thank you!

SAP 2008 / Page 31

NEERAJ GAKHAR

[email protected]
mailto:[email protected]:[email protected]