Accelerate your business with unmatched efficiency in invoice processing
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1 Accelerate your business with unmatched efficiency in invoice processing
2 Markets and applications Education Absence registration, test answer forms, evaluations Invoices Healthcare Menu selection forms, lab forms Invoices Retail and logistics Expense claims, contract administration Invoices Financial Bank statements, HRM forms Invoices Government Statistics, electronic forms Invoices 2006 Autonomy 5
3 What is AP Automation? Accounts Payable Automation is the outcome of the process of replacing old, traditional, manual and labor intensive processes with software technology components for all central processes in the value chain from Purchase to Payment 2006 Autonomy 6
4 If it had only been that simple 2006 Autonomy 7
5 AP Automation vision Vision Accounts Payable Automation Management dashboard Business processes Procurement Incoming invoices Supplier management Solution Contempus.Purchase Contempus.Invoice Contempus.Supplier Contempus.Archive (or external archive) 2006 Autonomy 8
6 Invoice processing costs Buyer Clerk Manager VP Internal mail Purchase dept. Acct. dept. IT dept. Bank transfer Supplier Orders Post Place order Receive order Receive goods 0,25 Ship goods Control 5 Receive invoice 5 6,75 Check Approve Post 0,25 Post Control 7,50 QA 7,50 Invoice 10 Copy File 3, ,25 Post 0,25 4,50 1,75 Payment control Create payment Pay file Payment Receive payment + = 52,50 ( 16,75) 92,50 Post Check statement File Account statement Source: Tulia study 2006 Autonomy 9
7 AP Automation cost benefits Frequently in the 63% to 67% range via Accounts Payable Automation * Automate data capture release to workflow and ERP Automate the three way matching Automate cost centre allocation via templates Automate Utility bill amortisation and cost centre allocation via standing orders Automate approval route and rules Organise to flow what cannot be automated Organise executives to approve invoices accurately and efficiently * Aberdeen Group, Autonomy 10
8 AP Automation quality benefits Compliance (SOX) Traceability (audit trail) Enforcement of business rules No more missing documents Less time from invoice receipt to payment No more double payments Management tools and reports 2006 Autonomy 11
9 About Contempus.AP solutions Developed by Component Software in Norway One of Europe s leading brand names in the field of Accounts Payable Automation Approaching seats sold of Contempus.Invoice in 17 countries Completely web-based user interface since 1998 User interface can be any language (currently available: English, Dutch, Norwegian, Swedish, Spanish) Interfaces and connect agents for 50 ERP and financial packages (including a.o. SAP R/3, PeopleSoft, Oracle Financials, JD Edwards) 2006 Autonomy 12
10 Forms: HP TeleForm Structured documents: Fixed list of fields per form type Fixed positions of the fields on the form Fixed number of pages per form Excellent recognition rates with standard Cardiff TeleForm 2006 Autonomy 13
11 Invoices: HP TeleForm +??? Semi-structured documents: Fixed list of fields per document type Variable positions of the fields on the form Variable number of pages per form Large numbers of different layouts (suppliers) Extra engine needed in TeleForm to recognize data 2006 Autonomy 14
12 Free-form engine: DOKuStar Extraction Developed by Océ Document Technologies in Germany Rule-based free-form extraction engine Based on existing RecoStar recognition engine Excellent recognition rates possible without using any templates Recognition settings designed specifically for common invoice fields available as add-on module Multiple language support 2006 Autonomy 15
13 Customer examples Penske Logistics: logistical company with offices all over Europe Elkerliek: a modern general hospital with almost 2000 employees SDU: a Dutch company publishing literature for professionals Holland Casino: the only legal casino operator in the Netherlands Citogroep: one of the world s leading testing and assessment companies Deli XL: foodservice company with 18 locations in the Netherlands and Belgium 2006 Autonomy 16
14 Case study (1) Resources Global Professionals Global professional services firm with 60 offices and 3000 associates worldwide One centralized TeleForm/Contempus.Invoice solution installed in the main office in the Netherlands Processing invoices per year Invoices are digitally approved in offices located in 8 different European countries Automatic approval of invoices received from associates based on liability registry Fully integrated with Microsoft Great Plains financial software Currently investigating possibilities to expand solution to offices located in the US 2006 Autonomy 17
15 Case study (2) Accounting Plaza Largest financial shared service center in the Netherlands Processing invoices for Ahold companies (Albert Heijn, Etos, Gall&Gall, Ahold) Customer requirements included: SOX Compliancy FreeForm recognition with >70% recognition rate Approval by the regional tax department Processing invoices per year with centralized TeleForm/Contempus.Invoice solution. Fully integrated with PeopleSoft AP software Outsourcing of invoice processing to Accounting Plaza possible 2006 Autonomy 18
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