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“Capitalize on Your Content” Webinar 3 Simple Steps...
Transcript of “Capitalize on Your Content” Webinar 3 Simple Steps...
“Capitalize on Your Content” Webinar3 Simple Steps to Optimize Order-To-PayLeverage the OpenText Suite for SAP
Webinar, February 2014 Matthias Nießen Tom Walker
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OpenText for SAP Procurement & Finance Campaign„Capitalize on Your Content“
Assure an accurate and optimal source to settle process
This campaign focusses on bringing Procurement and Financialprocesses and data together. When we talk about Procurement Excellence we think about how to… Increase stakeholder communication Manage bid process with qualified suppliers Decrease maverick buying Shorten contracting cycle Enhance communication with LoB and strategic supplier Eliminate automatic contract renewals & establish long-term contracts Reduce manual, paper-based processes Assure compliance
When we talk about Financial Excellence we think about how to… Integrate the management of financial data and documents Provide seamless collaboration for SAP and non-SAP users Optimize and automate for process transparency Maintain documentation security and compliance Replace human touch points with business rule processing to eliminate fraud
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OpenText for SAP Procurement & Finance Campaign
Find out more:• Campaign Website: http://campaigns.opentext.com/content/sap-fap-home-en• Whitepapers• Video• VIM Calculator• References
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Barriers to achieving success in Order to Pay
Organizational
Disconnected processes
Technology
Insight and Control
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# of invoices processed per FTE
Order to Pay – Key performance indicators you should take care of
% of discounts taken advantage of
Cycle time from receipt of invoice until approved and scheduled for payment
Total cost of the process "order materials/services" per purchase order
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Excellence requires close collaboration between Procurement and Finance
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Order to Pay Process
Process/Review
Requisitions
Approve Requisitions
Solicit/Track SupplierQuotes
Create / Distribute
POs
Expedite Orders & Satisfy
Inquires
Record Receipt of
Goods
Process Invoice and exceptions
Pay
Corporate policy & procedures for procuring goods/services Published list of
preferred vendors
Match with budget
Review additional documentation and justification
Match against contracts
Manage exceptions
Send correct orders (multiple channels)
Manage advanced shipment notifications
Link delivery notes
Manage additional documentation (quality inspection, …)
Automatic routing
Communicate with suppliers
Approvals
Statistics
Buyer scoring
Details regarding payment Ability to negotiate
discounts / financing
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How it worksECM for Order to Pay
Delivery notes, custom declarartions & other OCR
SupplierInsight & History
ManageDelivery
Process Invoice Entry
Collaborateon Order
Expedite Orders
Receive Goods, Services & Invoices
Process and Approve Invoices
Compliant Archiving / Records Management
360 Degree View (Supplier History)
Intranet
Process, Review, Approve Requisitions
Specifications
Approvals
Create order, answer to inquiries,…
Manage documentation
Solicit, TrackSupplier Quotes
Supplier communication
Pay
Payment
Bank communication
OCR Option for SAP IMSAP Invoice Management SAP Extended ECMSAP Portal Content Mgmt
SAP SRM and / or SAP ERP
Create requisitions
SAP Extended ECMSAP Document Presentment
SAP Extended ECMSAP Portal Content MgmtSAP Portal Site Mgmt
Procurement team collaboration
SAP ERP MM, FI
Records Management Trigger workflows
1) Create Perfect Orders
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A perfect order is shipped complete, on time, damage-free, to the correct destination
How can the customer contribute?
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What you need to do:
Provide all information in a concise, unmistakable way
Collaborate and communicate efficiently with the supplier in case of questions
Provide transparency about confirmations and shipment notifications to everybody involved
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2) Receive Invoices Efficiently
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Identify the best way that benefits you and your supplierIt is not one size fits all: Some suppliers even don‘t have computers and need to
send paper A simple PDF sent via e-mail can be viable for many
small suppliers E-Invoicing mandates in countries like Brazil, Chile,
Mexico, Turkey need to be supported EDI for high volume suppliers Supplier portals are available to upload invoices, enter
invoice data or simply flip a PO or contract into an invoice Business commerce networks like Ariba, GXS, OB10
• Individual invoice formats / layouts• Incomplete information
• 100s of XML formats
• Complex IDoc processing
• Connection issues / communication
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To follow the strategy, you need the right software1. World class free-form OCR
2. Flexible XML transformation
3. IDoc – mapping
4. Direct integration into the Ariba Network (and others)
3) Optimize Invoice Processing
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Optimize before you automate
Evaluate the desired “to be”
Is it best practice?
Does best practice need to be mitigated for most common or most practical?
Only automate after optimization to prevent automation of bad process
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Drive process with business rules
Humans may not be there
Humans may not be consistent
Humans may not pay attention
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Drive process with business rules
Business rules always follow the “3Rs” Right information – business rules
always evaluate…they don’t sleep Right person – they don’t forget
who needs to be ask when there is a problem Right time – computers don’t sleep,
go to lunch or become pre occupied.They always immediately see the problem route to the right person and provide links to info that is needed to be known.
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SAP Invoice Management Business rules, roles & actions are fully preconfigured
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SAP Invoice Management Business rules, roles & actions are fully preconfigured
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SAP Invoice Management Business rules, roles & actions are fully preconfigured
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Business rules, roles & actions are fully preconfigured – changes are configured in SAP
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Report on the process
Not enough to optimize and automate the process In fact automation often creates more of a “black box” issue
Intelligent reporting transposes data into information
Reporting eliminates need to interrupt others for information
Financial visibility increases profits and control
Reporting promotes compliance and helps to eliminate fraud
Most important, reporting shows when the process is not working and needs changes.
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Trend analysis shows results of continuous process improvement
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As a result: 1) You will reduce working time and cycle time
Invoices are less frequently touched
Tasks are “spot-on”: Offering the right information and actions at the right time
Pending tasks are started earlier
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As a result: 2) You meet highest compliance standards
Segregation of duties by design
Full audit of all steps
All data and content is managed and stored in SAP
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As a result: 3) You eliminate technology clutter
One platform: SAP
Proven technology
Simple maintenance
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Questions?
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What’s the value of OpenText EIM ?
Where do we deliver solutions? How do we drive value?
CONTENT & PROCESS Document management cost Review and approval process Search & Discovery costs
Cost
Business Transformation
INFORMATIONREPOSITORY
Improve process compliance Secure records management Manage regulated processes
Compliance
Content Lifecycle Mgmt.
USEREXPERIENCE
Accelerate business decisions Accessibility & Collaboration Streamlined Communication
AgilityCollaboration
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