Smart Invoice Processing in:

One Year Ago in Pharcap A&P Dept.

• Invoices managed for 4 company• 60 pharmacies in growth … • 40.000 invoices received per year• 8 accounting clerks involved in invoices booking• 4,5 accounting clerks ( 2 clerks time/equivalent) fully occupied in

invoice booking • invoices where booked 100% manually• invoices archiving took 2-3 mins./invoice• no optical archive• communication form and towards pharmacies was not organized• was not possible to receive electronic invoices

Project Objectives

MainMain ObjectiveObjective: :

Face the predicted pharmacies growth in business and Face the predicted pharmacies growth in business and number ( 10- 20% more invoices) with no impact on number ( 10- 20% more invoices) with no impact on employment cost sideemployment cost side

Processes to re-organizeFunction/Activity performed “Value” “Weight” of the activity

of the activity on the resources available

• Ordinary/manual document management• Data entry in company database• Preparation of documents for data entry• Dealing with the post, filing

• Reporting and monitoring of processes• Document reconciliation, formal checks• Following up and correcting errors

• Relationship with suppliers• Quality control, risk analysis

45%

30%

25%

Activity with lowadded value

Activity with moderateadded value

Activity with high added value

Invoices management has to be optimised to reduce activities that are low in added value meanwhile resources has to be

dedicated to activities more in scope with Pharcap’s business

Project Objectives

What Pharcap needed to reach the MainWhat Pharcap needed to reach the Main ObjectiveObjective: :

•Deploy an Enterprise-wide applicationDeploy an Enterprise-wide application

•Automate and simplify incoming invoice processingAutomate and simplify incoming invoice processing

•Use one only tool for managing document capture, data Use one only tool for managing document capture, data

capture, approval (or information integration) process and capture, approval (or information integration) process and

SAP bookingSAP booking

•Manage information about the state of each single Manage information about the state of each single

invoice entering the company, using a simple and invoice entering the company, using a simple and

distributable tooldistributable tool

•Centralize low added value actions and de-centralizing Centralize low added value actions and de-centralizing

high added value actionshigh added value actions

July 2007

•Invoice scanning systemInvoice scanning system

•Invoice acquiring system (PDF)Invoice acquiring system (PDF)

•Invoice reading systemInvoice reading system

•Invoice interactive booking systemInvoice interactive booking system

•Invoice batch booking systemInvoice batch booking system

•Invoice workflow systemInvoice workflow system

•Invoice optical archiving systemInvoice optical archiving system

•Users trainingUsers training

•Go live supportGo live support

What done in Project startup:

July 2007

PaperDocument Capture

Data capture

Sorting

Workflow

ElectronicDocument Capture

Automaticexport

DMInsert & Update

ERPQuality WF

ERPInteractive export

DMInsert or Update

July 2007 - Today

Main faced issuesMain faced issues

•Supplier Master DataSupplier Master Data

•SAP user account configurationSAP user account configuration

•Email sent by workflow applicationEmail sent by workflow application

•SAP Password reset for automatic booking system SAP Password reset for automatic booking system

Today

•Acquired invoice: 12.500 (July-October)Acquired invoice: 12.500 (July-October)

•Invoice read by the system (September -October): 1760Invoice read by the system (September -October): 1760

•Invoice booked by the system: (July-October): 3727Invoice booked by the system: (July-October): 3727

•Invoice managed by work flow application: 13 Invoice managed by work flow application: 13

•Blocking issues during working days: 1Blocking issues during working days: 1

•Opened issues: 8Opened issues: 8

Trends

Trends

Trends

Trends

Thank You!