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![Page 1: © 2011 Financial Operations Networks LLC AP Automation Case Study: The Successes and the Challenges, Part II Amy Fine Levi Strauss & Co. Wednesday, April.](https://reader036.fdocuments.us/reader036/viewer/2022062517/56649efe5503460f94c13aa1/html5/thumbnails/1.jpg)
© 2011 Financial Operations Networks LLC
AP Automation Case Study: The Successes and the Challenges, Part II
Amy FineLevi Strauss & Co.
Wednesday, April 13, 2011
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THE ACCOUNTS PAYABLE
Leadership Conference
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THE ACCOUNTS PAYABLE
Leadership ConferenceCompany History
• May 20, 1873 – Levi Strauss and Jacob Davis receive a patent for the process of riveting pants and the blue jean is born
• First factory opened in the South of Market area of San Francisco in 1880
• 1977 – Levi’s was the world’s largest jeans manufacturer
• Today Levi’s jeans are sold in over 160 countries
• Global Headquarters located in San Francisco, California
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THE ACCOUNTS PAYABLE
Leadership ConferenceBrands
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THE ACCOUNTS PAYABLE
Leadership ConferenceShared Service Center – Eugene Oregon 1999
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THE ACCOUNTS PAYABLE
Leadership ConferenceShared Services Center
• Indirect Requisition-to-Check – RTC
• Hire-to-Retire – HTR
• Order-to-Cash – OTC
• Record-to-Report – RTR
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THE ACCOUNTS PAYABLE
Leadership ConferenceIndirect Requisition-to-Check
• Invoice Processing
• GRIR Maintenance
• Travel and Expense
• Vendor Master
• Indirect Procurement
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THE ACCOUNTS PAYABLE
Leadership Conference
Become a student of change. It is the only thing that will remain constant.
— Anthony J. D’Angelo
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THE ACCOUNTS PAYABLE
Leadership ConferenceInvoice Processing
Utilize different accounting systems for each country:• Canada – Cedar Software
• Mexico – SUN Systems
• United States – SAP
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THE ACCOUNTS PAYABLE
Leadership ConferenceSAP Purchasing Guidelines
• SAP Procurement Process
• SAP Payment Request
• Corporate Card
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THE ACCOUNTS PAYABLE
Leadership ConferenceUploads
• Advantage IQ – utilities for approximately 170 Retail Stores – 3 invoices a week compared to 170+ per month
• Staples – office supplies – average 50 invoices a week
• Serengeti – legal invoices 50 a week
• IQ Navigator – contract labor – large volume
• Granite – telephone – 215 invoices a month
• Rental payments – 200 invoices a month
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THE ACCOUNTS PAYABLE
Leadership Conference
• Service Channel – retail store maintenance
• OTM freight transactions that will not go through EDI
• JP Morgan Central Bill
• Weekly benefits
• Continually asking…Can this be on an upload?
Uploads (Cont’d.)
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THE ACCOUNTS PAYABLE
Leadership ConferenceEDI
• CASS – for FedEx and UPS (1,800 invoices a month)
• Oracle Transportation Management – inbound freight from contractors (500 invoices a month)
• Outbound freight – freight from distribution centers to customers (2,000 invoices a month)
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THE ACCOUNTS PAYABLE
Leadership Conference
Processors Were Spending Time:
• Entering invoices and payment requests from paper copies
• Often found that no goods or service receipt had been done
• Following up with requisitioners, often several times
• Batching invoices at the end of the day so that they could be scanned
• Responding to vendor and requisitioner payment inquiries
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THE ACCOUNTS PAYABLE
Leadership ConferenceManual Processing
• Currently have six invoice processors
• Each can manually process between 600 and 1,200 invoices a month
• About 52% percent of invoices had been making it through to payment the first time touched
• Of the remaining 48%, 17% were duplicates and 31% had some type of problem
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THE ACCOUNTS PAYABLE
Leadership Conference% of Non-Trade Invoices Paid on Time
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THE ACCOUNTS PAYABLE
Leadership ConferenceFront-End Imaging
• September of 2009 received approval to begin a front-end imaging project
• Began RFP process in January 2010
• Reviewed four different vendors
• Signed a contract with ReadSoft in June 2010
• Go live date was February 28, 2011
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THE ACCOUNTS PAYABLE
Leadership Conference
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THE ACCOUNTS PAYABLE
Leadership Conference
• Incoming mail goes directly to the Scan Room and are scanned into ReadSoft (IPA)
• Incoming e-Invoices are uploaded into IPA
• Invoices are separated into different categories and scanned into IPA
• The program displays the interpreted fields that can be compared to the scanned image
• The user makes the necessary corrections in verify so that correct categories are recognized
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THE ACCOUNTS PAYABLE
Leadership Conference
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THE ACCOUNTS PAYABLE
Leadership Conference
• Invoice transfers to INVOICE COCKPIT by ReadSoft for processing
• Invoices without errors flow through system
• Invoices with errors will kick off a workflow
• Invoices are paid according to terms in the vendor master
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www.TheAPNetwork.com Page 22
THE ACCOUNTS PAYABLE
Leadership Conference
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THE ACCOUNTS PAYABLE
Leadership Conference
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THE ACCOUNTS PAYABLE
Leadership Conference
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THE ACCOUNTS PAYABLE
Leadership Conference
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THE ACCOUNTS PAYABLE
Leadership Conference
• Payment requests are entered though IPA WEB CYCLE (ReadSoft)
• Sent to an authorized approver through web-cycle
• Reviewed by an invoice processor and flow through the system for payment
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THE ACCOUNTS PAYABLE
Leadership Conference
• LOVE the new tool!
• It is intuitive and easy to use
• Requires no training
Initial feedback from requisitioners:
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THE ACCOUNTS PAYABLE
Leadership Conference
• No more paper clutter
• Ability to electronically search for invoices
• Have visibility to PO right away
• Can enter invoice and save when partially complete
• Automated workflow
• Automated escalation of workflow
Initial feedback from invoice processors:
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THE ACCOUNTS PAYABLE
Leadership Conference
• Image is easy to send
• Audit trail of communications within the tool
• Outlook email does not get full
Initial feedback from invoice processors: (Cont’d.)
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THE ACCOUNTS PAYABLE
Leadership Conference
• Listen to ReadSoft about the timing of training
• Test!
• Catch up on invoice backlog before going live
Lessons learned:
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THE ACCOUNTS PAYABLE
Leadership Conference
• Vendor portal for payment inquiries
• Add more vendors to EDI
• Create uploads where they make sense
• Global SAP
What’s next?
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© 2011 Financial Operations Networks LLC
Thank You!