Quick, Simple Supplier Adoption

Step 1 - Identify Suppliers & Collect

Contact Details

• Generate report detailing invoice volumes per supplier over last 12 months

• Prioritise those suppliers who are going to deliver the biggest benefit in shortest time frame

• 80 / 20 rule is visible in most organisations – though often its more like 80 / 5 … rarely more than 150 suppliers!

• Collect contact details – ideally named contact rather than general info email address

Quick, Simple Supplier Adoption

Step 1 - Identify Suppliers & Collect

Contact Details

Step 2 – Issue Supplier Communication

Dear xxx,

We have been trading electronically for a number of years and you regularly receive purchase orders from our eProcurement system PECOS [or equivalent].

We are now seeking to improve our supplier payment processes to make them quicker, more cost effective and more secure. As part of these improvements, we will be rolling out an easy and low tech electronic invoicing solution to our suppliers that will replace the option to send paper invoices by post. The new solution simply requires you to send PDF invoices from your existing accounts system to a dedicated email address that is provided below. We can also receive XML via FTP or email if preferred. Each invoice when received will be registered within our finance application within a few minutes of you sending it. How will this benefit you?

There is no charge to use the service It saves you time and reduces operating costs - no paper, printing or postage

charges It is easy to use – almost all billing applications can generate and email PDF

invoices

We are keen to start receiving invoices from you in this way as soon as possible. Therefore, please can you send your next invoice – and every subsequent invoice - to: <tobeprovidedperorganization>@elcom.com If you have any questions, please either reply to this email, contact supplier.enablement@elcom.com, or myself at: <customeremailaddress> I look forward to working with you as we set up the new system which will benefit us all. Yours sincerely,

Quick, Simple Supplier Adoption

Step 1 - Identify Suppliers & Collect

Contact Details

Step 2 – Issue Supplier Communication

Step 3 – Configure Supplier

• Out of 10 suppliers that receive the communication, 2 – 3 will start transacting without further chasing

• Upon receipt of first live invoice from supplier, the supplier is configured on the network

• Standard SLA for supplier set up is 24hrs – though in most cases its same day

• Once set up, all invoices from that supplier will be automatically processed

Quick, Simple Supplier Adoption

Step 1 - Identify Suppliers & Collect

Contact Details

Step 2 – Issue Supplier Communication

Step 3 – Configure Supplier

• Out of 10 suppliers that receive the initial communication, 2 - 3 will start transacting without further chasing - the remaining 7 – 8 will require additional ‘prompting’

• Follow up emails and phone calls where necessary made to those suppliers not transacting

• Supplier enablement typically lasts 6 to 8 weeks to accommodate suppliers billing cycle

• Once follow up cycle complete, typically >90% of suppliers within the programme will be live, sending electronic invoices to you!

Step 4 – Follow Up